32030 Avon Rd Crosswalk Improvements - Federal Funding - RFQ CM _ Materials Testing.pdf

REQUEST FOR QUALIFICATIONS

for Construc on Project Management and Materials Tes ng

FOR

Avon Rd I-70 & US6 Crosswalk Improvements

TOWN OF AVON, EAGLE COUNTY, COLORADO

CDOT Project # SHO 006A-074/ SA# 26059

Town of Avon Project # 32030

April 8, 2025

ISSUED BY:

Town of Avon

ENGINEERING DEPARTMENT

500 Swi Gulch Rd Avon, CO 81620

Contents Part 1 – General

I. Introduc on/Background

II. Scope of Services

A. General Requirements of Consultant

B. General Requirements of the Town

C. CM Adver sement Schedule

III. Instruc ons to Consultants

A. Ques ons and Addenda

B. Town Oversight

C. Submi al Requirements

Part 2 - Selec on Process

I. Evalua on Criteria and Factors

Part 3 – Affidavit of Small Business Par cipa on

Part 4 – CDOT Construc on Oversight Checklist

Part 5 – Professional Services Agreement

Part 1 – General

I. Introduc on/Background The Town of Avon (the “Town”) is reques ng statements of qualifica ons to provide construc on project management and materials tes ng for a Highway Safety Improvement (HSIP) federally funded project for Avon Road from the I-70 interchange to US6. This contract will be for construc on project management and construc on materials tes ng services. All proposals must be submi ed and received by Town no later than 5:00 P.M. (MDT) on Friday, May 2, 2025 (the “Submission Deadline”). Each qualified contractor submi ng a proposal pursuant to this RFQ is herea er referred to as a “Offeror” and all such qualified contractors are collec vely herea er referred to as “Offerors.” Proposals submi ed by Offerors pursuant to this RFQ are herea er referred to as “Proposals” and each is referred to as a “Proposal.”

This Request for Qualifica ons (“RFQ”) provides the specifica ons and requirements for prospec ve applicants to provide qualifica ons for construc on project management and materials tes ng services for the project.

This project is funded through the Highway Safety Improvement (HSIP) grant, Federal ADA funds and Town of Avon Capital Improvements funds.

The project will replace deficient ADA curb ramps with curb ramps that sa sfy current ADA standards along Avon Rd from the I-70 Interchange to US6. The work will improve 9 total crossings and will include:

Removal of Median Cover Material, Removal of Sidewalk, Removal of Curb & Gu er, Removal of Concrete Curb Ramps, Removal of Asphalt Mat, Removal of Detectable Warnings, Brick Paver Resets, Aggregate Base Course, HMA Patching, Concrete Sidewalk, Concrete Curb Ramps, Detectable Warnings, Brick Pavers, and Curb & Gu er.

The project will also install Rectangular Rapid Flashing Beacons (RRFBs) along Avon Rd from the I-70 Interchange to US6. The RRFBs will be installed at the same 9 loca ons as the ADA ramp improvements.

Of the 9 crossing loca ons, 5 of the crossings will be powered by solar panels, and the remaining 4 loca ons will be hard wired into the Town of Avon’s electrical grid. This work will include: Tree Trimming, Removal of Ground Signs, Removal of Sign Panels, 2” Electrical Conduit (Shallow Trenched), Type Two Pull Boxes, 18” Drilled Sha s, Sign Panels Class I & II, Steel Sign Supports (Post & Base), Pedestrian Push Bu ons, and Rectangular Rapid Flashing Beacons.

The loca ons of the 9 crossings can be viewed in the .KMZ file that is supplemental to this RFQ.

The Project will also require installa on and maintenance of Traffic Control items and Erosion Control items. It is not an cipated that there will be a need for a SWMP permit through CDOT as there is less than 1AC of disturbance.

Design is on schedule to go to Ad at the end of April 2025 with Construc on beginning a er Labor Day in September 2025.

II. Scope of Services A. General Requirements of Consultant The selected consultant shall provide the following services for the project:

A. Report directly to Will Kearney, Town of Avon Senior Engineer, as a main point of contact.

B. Coordinate construc on scheduling, sampling of materials, rou ne inspec ons, and all other items related to this project.

C. Working Hours: Full me services are an cipated during the Fall of 2025 (including the dura on of construc on, poten al adjustments to construc ons contract me, plus pre and post construc on ac vi es, as required. Work may be required on weekends and/or holidays. Work weeks may be in excess of or less than the standard 40-hour work week.

The construc on period is an cipated to last for approximately 49 working days and an addi onal 5 days to finalize the punch list items.

D. Consultants shall an cipate a minimum of one month, and up to two months, of work to assist with the CDOT Finals process beyond the date specified in the No ce of Substan al Comple on.

E. The consultant shall furnish the appropriate number of suitable vehicles equipped with appropriate safety measures (e.g. flashing amber beacon). Employees required to operate vehicles must possess and maintain a valid driver’s license.

F. Engineer In Responsible Charge (EIRC): EIRC shall be experienced with responsibili es as detailed in CDOT’s 2024 Construc on Manual, with specific strength in reviewing MHTs and guiding a team to ensure compliance with traffic control in the field. The EIRC shall be a Professional Engineer licensed in the State of Colorado. The EIRC shall have a minimum of two (2) years’ recent experience as EIRC on similar size and scope of projects. Before work begins in the field, a le er to the project file shall be provided to the project manager detailing their designa on as the EIRC for each project along with proof of their Colorado Professional Engineer license.

Conduct a pre-construc on conference with contractor(s) and staff representa ves, documen ng files with minutes of mee ng.

Conduct work-in-progress inspec ons, giving periodic reports and approving any and all par al payment requests.

Review Baseline Schedule, Monthly Progress Schedules, Traffic Control Plan, Project Safety Plan, shop drawing submi als, and ADA ramp designs.

A end the following mee ngs: Pre-Project, Pre-Construc on, Project First, Progress, and any other project related mee ngs.

Act as the Town’s liaison with the Contractor and CDOT.

Review subcontractor Form 205s submi ed through the B2G web portal.

Track and monitor Prompt Payment using CDOT’s B2G web portal.

Track labor and payroll compliance using CDOT’s LCPTracker web portal.

The On-the-Job Training (OJT) hours for this project are set to 0HR.

The Disadvantaged Business Enterprise (DBE) goals for this project are set to 0%.

Interpret contract documents, specifica ons, and plans.

Adhere to specifica ons and requirements as outlined in the project plan set, project specifica ons, 2023 CDOT Standard Specifica ons for Road and Bridge Construc on, CDOT

Local Agency Manual, CDOT M&S Standards, 2025 CDOT Field Materials Manual, 2024 CDOT Construc on Manual, Town of Avon Municipal Code and Town of Avon’s Project Manual.

Monitor the project schedule and budget to ensure the project is brought in on me and under budget.

Consider and evaluate the contractor’s sugges ons for modifica on and make recommenda ons.

Records: Maintain daily diaries and job site orderly files for correspondence, mee ngs, work direc ve changes, addenda, change orders, field orders, addi onal drawings issued, clarifica on and interpreta ons of contract documents, progress reports, and other project related documents.

Review and process Contractor submi ed Request for Informa on (RFI).

Reports: Furnish the Town progress reports, consult with the Town in advance of scheduled material sampling, inspec ons of or start of important phases of work, dra proposed supplemental agreements, quan ty adjustments and work direc ve changes, field orders, etc.

Review monthly quan es with Contractor and prepare monthly pay applica ons to be processed by the Local Agency Project Manager

Provide monthly billings reports to the Local Agency Project Manager for all ac vi es performed by consultant personnel.

Comple on: Before issuing a cer ficate of substan al comple on, submit a list of observed items requiring comple on or correc on, conduct a final inspec on in the company of the Town, the Contractor, CDOT, and prepare a final list of items to be completed or corrected, and observe if completed.

Provide Final Project Closeout documents, including the final materials submi als as required by the Town and CDOT. Finals Documenta on shall be submi ed to the Town and CDOT within 45 days of project acceptance.

G. Inspectors: The Inspectors shall have thorough knowledge of the use and comple on of CDOT forms and documenta on, including the CDOT Construc on Manual, the CDOT Materials Manual, CMO's and the CDOT Inspector’s Checklist. References of inspec on experience shall be available for all staff and may be requested at any me during the Contract. This person/people should have a history of performing pre-construc on input and analysis. MHT and traffic control experience, erosion control inspec on, CDOT repor ng requirements Capable of independent construc on observa on, Understands order of precedence, methods of measurement and payment.

Inspect ADA curb ramps and input ramp data into Survey123.

Maintain detailed daily diaries.

Perform daily quality control inspec ons for conformance with the project documents.

Monitor the Contractor’s implementa on of traffic control.

Track and monitor quan es daily.

Prepare monthly pay reports (CDOT Form 266 & Form 7) Conduct required EEO interviews and report on CDOT form 280.

Review contractor’s work, reject defec ve work, conduct rou ne inspec ons, and review test reports.

Inspector must have a current Traffic Control Supervisor (TCS) Cer fica on

Inspector must have a current Transporta on Erosion Control Supervisor (TECS) Cer fica on

EIRC may perform Inspec on du es listed above.

H. Quality Assurance Construc on Materials Tes ng Services

As required by the project specifica ons, the CDOT Standards and Specifica ons for Road and Bridge Construc on (2023 edi on), 2025 CDOT Field Materials Manual and the post award project Form 250 as generated by CDOT Materials. Consultant shall provide the following construc on materials tes ng (CMT) Quality Assurance services for the project:

Provide CDOT cer fied laboratory and staff for laboratory and field tes ng of construc on materials. Laboratory shall be inspected by CDOT within the previous 12 months and accepted for Local Agency projects.

Qualified Field technicians for full and part- me observa on and tes ng of materials as required.

• Technicians must be cer fied by the American Concrete Ins tute (ACI) if tes ng concrete.

• Cer fied Level A/B by the Colorado Asphalt Technician Cer fica on Program (LabCAT) if tes ng HMA.

• Cer fied through the WAQTC Qualifica on Program if tes ng soils and/or aggregates.

• Technicians shall also have the necessary cer fica on for handling and opera ng Nuclear Moisture/Density Gauge.

Daily field observa on reports on CDOT Form 103 or approved alternate daily diary form.

Maintain the CDOT Form 250 during construc on and confirm quan es installed by the contractors on a daily basis.

Provide materials cer fied tes ng results (CTR), handwri en and typed, on appropriate CDOT forms for the material being tested.

Provide Cer ficate of Compliance (COC) documenta on as required by CDOT procedures.

All construc on observa on and management must be under the direct supervision of a Colorado licensed Professional Engineer (PE).

Owners’ Assurance (OA) Follow Buy America/BABA requirements as outlined in the 2025 CDOT Field Materials

Manual. Strictly monitor materials Chain of Custody and ensure compliance throughout the project.

Submit Final Materials Documenta on to the Town and CDOT within 30 days of project acceptance.

B. General Requirements of the Town The Town will provide CDOT with approved project plans and specifica ons for use by the selected consultant.

C. CM Adver sement Schedule

RFQ Issued Pre-Bid Mee ng

April 7, 2025 April 21, 2025 @ 11:00 AM to 12:00PM

Deadline for Ques ons April 23, 2025, 5:00 PM Addenda Posted April 25, 2025, 5:00 PM Submission Deadline May 2, 2025, 5:00 PM Tenta ve Award May 2025

III. Instruc ons to Consultants A. Ques ons and Addenda Ques ons about this RFQ or the Project will be accepted un l Friday, April 23, 2025, at 5:00 PM (MDT).

Addenda to the RFQ, if any, will be issued by Monday, April 25, 2025, by 5:00 p.m. (MDT).

Direct RFQ ques ons to:

Submi ed through bidnetdirect.com.

All ques ons, inquiries, comments, or communica ons pertaining to this RFQ or any Proposal (whether regarding the Proposal prepara on or submission process, Project (defined below) specifica ons or scope, or otherwise) must be directed (in wri ng) to bidnetdirect.com. Communica ng directly with the Town’s Project Manager or engineers for the Project is not appropriate during the public procurement and Proposal submission or review process, and doing so may result in disqualifica on of an Offeror or rejec on of a Proposal.

Any interpreta ons, correc ons, or changes to this RFQ, or extensions of or changes to the Submission Deadline, shall be made by way of wri en addenda to the RFQ dra ed and adopted by Town. Sole authority to authorize such addenda shall be vested in the Town’s Project Manager. Addenda to the RFQ will be issued electronically through bidnetdirect.com. An Offeror must acknowledge receipt of all addenda to this RFQ in its Proposal.

B. Town Oversight The Town’s Will Kearney, Senior Engineer will be responsible for management of the Project on behalf of the Town (the “Project Manager”). The Town will provide reasonable assistance to the Offeror of the accepted Proposal in the scheduling of mee ngs, interpre ng the Town’s policy and procedural requirements that relate to or affect the Project, researching the Town’s internal documents, and coordina ng with outside agencies and Town staff; provided, however the Town’s foregoing commitments do not and will not limit Offeror’s requirements or obliga ons to mely complete the Project or to complete and render the services and requirements set forth in this RFQ and in all agreements between the Town and such Offeror regarding the Project. The Town will rely on the personnel, experience, and exper se of the Offeror of the accepted Proposal to ensure all necessary components of the Project and the scope of services and requirements set forth in this RFQ and in all agreements between the Town and such Offeror related to the Project are completed.

C. Submi al Requirements Response Proposals must be submi ed to the Town by Electronic submission, email, mail, or hand delivery by 5:00 PM on Friday, May 2, 2025.

Electronic Proposals will be accepted through bidnet direct, accessible at bidnetdirect.com. (The Town does not have access to or control over the vendor side of bidnet direct, and the Town makes no representa on or warranty concerning the operability or accessibility of bidnet direct. If website accessibility, operability, or other problems with bidnet direct arise during Proposal submission, Offerors MUST contact bidnet direct to resolve the issue prior to the Submission Deadline. The Submission Deadline will not be changed or extended due to any issues or problems with Proposal submission, whether caused by bidnet direct or otherwise. Should any such issues or problems arise, contact bidnet direct at 800-835- 4603.)

Emailed proposals can be sent directly to Will Kearney, wkearney@avon.org.

Hand Delivered proposals can be sent to:

Town of Avon 100 Mikaela Way

RE: Avon Rd I-70 & US6 Crosswalk Improvements

Mailed proposals can be submi ed to:

Town of Avon PO Box 975

RE: Avon Rd I-70 & US6 Crosswalk Improvements

Interested Offerors shall submit Proposals that clearly demonstrate their ability to complete the Project and provide services outlined herein. Proposals must be organized in the order listed below to facilitate fair and equitable evalua on. An electronic copy of a Proposal shall be submi ed and include:

i. Qualifica ons of the firm and staff proposed to work on this project – Please provide a thorough background and qualifica ons summary. Provide a list of the Project Manager(s) and all key personnel to be u lized on the project, including a descrip on of their qualifica ons and skills (also include any sub- consultants on the project).

ii. Past Experience on Similar CDOT Projects – A summary of previous work completed by Offeror and similar to the Project. Such a summary should include at least three (3) specific examples of relevant project experience in Colorado within the last five (5) years.

iii. Es mated Schedule of Work – An es mate of the schedule to complete the work listed in the Scope of Work and the expected hours for the design and construc on management Offeror shall provide a brief narra ve indica ng the full understanding of the project and related work required. Copies of the project conceptual design are available upon request.

iv. References – References from other similar design and engineering projects (including owner’s name, name of project, project contact person, and phone number).

Part 2 - Selec on Process

I. Evalua on Criteria and Factors CDOT requires contracts to be awarded through a qualifica on-based selec on process. Costs should not be included with submi als for this RFQ.

Proposals will be evaluated by the Town in accordance with the criteria and procedures outlined herein.

The following parameters will be used to evaluate Proposals (with the weighted values noted below): the ra ng scale applied to each of the following qualifica ons and standards shall be from one (1) to three (3), with one (1) being a poor ra ng, two (2) being an average ra ng, and three (3) being an outstanding ra ng.

WEIGHTING

VALUES

QUALIFICATION STANDARD

25% Specialized Experience and Technical Competence of Team

What is the background and what are the qualifica ons of the Offeror? Does the Offeror have previous experience with similar CDOT projects? Do the project managers and key personnel of the Offeror have that same experience? How many years has the Offeror been in the business?

25% Proposed Methodology

Does the Offeror cover all aspects of the scope and what is their overall approach to the tasks? Do they have adequate and appropriate staffing? Do they have a documenta on process for the work schedule and completed work?

25% Schedule Does the Offeror propose comple ng the project in a mely manner? Does the schedule appear to be comprehensive and well thought out?

25% Performance Record and References

Did the Offeror provide references? Does the Offeror have a good record with those references and the Town of Avon?

Method of Evalua on, Limita on and Award A commi ee designated by the Town (the “Evalua on Commi ee”) will evaluate submi ed proposals. The Evalua on Commi ee will be comprised of to-be-determined Town staff members.

a. Evalua on factors for short list:

i. Qualifica on.

ii. Approach to the Work.

iii. Ability to furnish professional services.

iv. An cipated design concepts.

v. Alterna ve methods of approach for furnishing professional services.

b. Evalua on factors for final selec on are the consultants’:

i. Abili es of their personnel.

ii. Past performance.

iii. Willingness to meet the me and budget requirement.

iv. Loca on.

v. Current and projected workload.

vi. Volume of previously awarded contracts.

vii. Involvement of minority consultants.

Limita on and Award This RFQ does not commit the Town to enter or grant a contract to complete the Project to any Offeror, and this RFQ does not obligate the Town to pay any costs incurred by an Offeror in the prepara on and submission of a Proposal. The Town reserves the right to cancel or change this RFQ at any me.

Part 3 – Affidavit of Small Business Par cipa on

Colorado Department of Transportation Affidavit of Small Business Participation

Prime Consultant

Email Address Phone

Fill in All Lines:

(as of ad date of RFP, firms with unsuccessful bids allowed, each firm must be listed in this section).

Section 1. Consultant Information

Consultant is an ESB

Compliance Contact Name Consultant is a DBE

Project Description Contract NTE $

DBE Contract Goal %

B2GNow Vendor #

5-digit Sub Acct #

All DBE firms (Subconsultants, Supplier/Vendors, Prime if self performing)

Work Descriptor NEW DBE Teaming

Partner?

ONLY for Project/Program Specific RFP/SOIs

(i.e. survey, testing) Approximate % of Participation

Section 2. DBE Participation Plan

The consultant is committing to # of DBE firm(s) not teamed with in the past 2 years

The consultant is committing to approximately $ of DBE particpation based on NTE $.

The Prime Consultant shall submit a Professional Services Commercially Useful Function Questionnaire for every DBE on this contract that provides work or provides supplies whose participation counts toward the DBE contract goal for this contract.

The consultant is committing to approximately % DBE goal based on the NTE $.

If more DBE subs/suppliers vendors, add additional sheet

Vendor No

Vendor

Vendor

Vendor

Vendor

Vendor

Vendor

Vendor

Vendor

Vendor

Vendor

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

No

No

No

No

No

No

No

No

No

No

Yes w/RFP (SOI) Page 1 Jul 2023

Colorado Department of Transportation Affidavit of Small Business Participation

(as of ad date of RFP, firms with unsuccessful bids allowed, each firm must be listed in this section).

* The consultant is committing to approximately ___________ % ESB goal based on the NTE $.

I, of

(Date)

All ESB firms (Subconsultants, Suppliers/Vendors, Prime if self performing) and Level

Work Areas New ESB Teaming

Partner?

ONLY for Project/Program Specific RFP/SOIs

(i.e. survey, testing) Approximate % of

Participation

The consultant is committing to approximately $ of ESB particpation on this RFP/SOI.

Section 3. ESB Participation Plan

Fill in All Lines:

The consultant is committing to # of ESB firm(s).

Attached with proposal (RFP) and small business plan (for scoring)

(Tracked Signature Accepted)

(Owner or Executive Officer Name AND Title) (Consultant Company Name)

If more ESB subs/suppliers/vendors, add additional sheet

Section 4. Declaration of Affidavit

By signing below the Consultant affirms the statements made in this document are true and complete:

The Consultant shall make good faith efforts to meet the contract goal for each task order under the overall contract. The Consultant understands that making good faith efforts to achieve the contract goal is a condition of contract award. The Consultant understands that promised participation is a binding obligation of the contract if awarded. The Consultant attests that the information above is true and understands that a fraudulent misrepresentation or failure to make good faith efforts to meet the contract commitments or promised participation may result in the withholding of progress payments, reduction of prequalification status, referral of the matter to the Office of Inspector General of the USDOT and/or other contractual remedies.

Vendor

Vendor

Vendor

Vendor

Vendor

Vendor

Vendor

Vendor

Vendor

Vendor

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

No

No

No

No

No

No

No

No

No

No w/RFP (SOI) Page 2 Jul 2023

Part 4 – CDOT Construc on Oversight Checklist

EXHIBIT A – CDOT CONSTRUCTION OVERSIGHT CHECKLIST FOR AGENCY PROJECTS

CONSTRUCTION OVERSIGHT CHECKLIST FOR LOCAL AGENCY PROJECTS

Local Agency -

Project # /Project Name -

Project Code -

Local Agency Construction Documentation Date Received / Reviewed by

CDOT Staff

When to submit to LA Coordinator

Reference

Comments

ADMINISTRATIVE

Copy Needed in CDOT Project File (X)

Distribute Award Plans and Specifications

X

PreCon

LA Manual page 7-10, #7.10 3 set of Plans, 11" x 17", Contract Documents and Construction Specifcations, 4 sets of Plans if project has structure 1 set of Signed and Sealed Plans, 11 "X 17", Contract Documents and Construction Specifcations

Alternative: 1 set of signed and sealed plans (11"X17"), Contract Documents and Construction Specifications and 1 electronic version of the signed and sealed plans (11"X17"), Contract Documents and Construction Specifications

Materials Testing Schedule -Form 250 X Provided by CDOT Independent Assurance Testing Schedule - Form 379 X Provided by CDOT

Notice to Proceed to the Contractor X PreCon LA to send to LA Coordinator when NTP is issued

Pre-Construction Meeting https://www.codot.gov/business/designsupport /bulletins_manuals/cdot-construction-manual/agenda-forms

Possible attendees if in CDOT Right of Way - Maintenance - Traffic Operations - Resident Engineer - Environmental

Pre-Construction Meeting Minutes X LA Manual page 8-2, #8.3 Preconstruction Conferene

Complete copy of agenda and minutes should go out to each attendee for review

Form 1378 X PreCon Standard Specification 105.24f Verify Form 1378 was completed. (Contractor Selection of Litigation or Arbitration)

Emergency Notification Form (Distribute to CDOT Staff if on State Highway) http://cdotsp/r4/Home/Shared%20Documents/ Traffic%20Documents/Local%20Agency/Cons truction

Phone list of Project Personnel's phone numbers

Initial work schedule bar chart or critical path method schedule and methods statements

PreCon LA Manual page 8-4, #8.3.11, Standard

Specification 108.03

Must be accepted by LA PE prior to work beginning

Monthly Schedule Updates LA Manual page 8-7, #8.5 Submit Project Schedule and Conduct Progress Meetings

Updated monthly schedule must be provided by Contractor before payments are made.

Project Engineer and Inspector Certifications X PreCon LA Manual page 8-5, #8.5, Const. Manual Section 101.103.7

Must comply for project work inside CDOT ROW. Make copy of certifications.

Certificate of Insurance (CDOT Named as additional insured) X PreCon LA Manual page 8-4, #8.3.12, Standard

Specifications R&B Section 107.15 Contractor Insurance Company to provide, CDOT is included in list of insured. LA PE to check expiration date.

Weekly Time Count Reports - Form 262 or

LA Manual page 8-6, #8.5, Const. Manual

108.8.5 and 120.6.1, Appendix B 39 - B 46

Verify Copies are in LA Project File.

Project Safety Management Plan X PreCon LA Manual page 8-1, #8.2 Safety Plan should be project specific.

https://www.codot.gov/business/designsupport/bulletins_manuals/cdot-construction-manual/agenda-forms https://www.codot.gov/business/designsupport/bulletins_manuals/cdot-construction-manual/agenda-forms https://www.codot.gov/business/designsupport/bulletins_manuals/cdot-construction-manual/agenda-forms http://cdotsp/r4/Home/Shared%20Documents/Traffic%20Documents/Local%20Agency/Construction http://cdotsp/r4/Home/Shared%20Documents/Traffic%20Documents/Local%20Agency/Construction

Copy of Prime Contractor Contract X PreCon 2 CFR 200 §633.102 (d) This is a Federal Law. If the contractor is unwilling to provide executed contract with sub, CDOT staff must verify that their boiler plate contains 1273 as an attachment Copy of 1 Subcontractor Contract X PreCon https://www.ecfr.gov

EEO

Sublet Permit Application - Form 205b

PreCon LA Manual page 8-2, #8.3.2, Const Manual

120.10.2 & B 37 - B40 One approved Form 205b for each subcontractor. Form must be submitted and approved before subcontractor may go to work.

EEO Bulletin Board X http://www.codot.gov/business/bidding/bulletin-board-postings Verify Bulletin Board is posted or available to Contractor Employees

OJT Commitment Form - Form 1337 X PreCon Lists Trainee with classification working on project with approved training program certificate

Monthly OJT Trainee Status - Form 832 X Monthly Verification Trainee hours worked on the project against payrolls

OJT Trainee Form - Form 838 X PreCon Attach to Form 1337

Annual EEO Report - Form 1391 As needed LA Manual page 10-5, #10.7 Annual EEO Report is only required for Federal Aid construction projects active during the last complete week in July.

Contractor's EEO policy and complaint procedure X Precon LA Manual page 8-3, #5 Contractor's EEO policy and procedure. EEO Policy can include complaint procedure.

Project EEO Meeting Date X After meeting LA Manual page 8-4, #9 Verify a copy of the Meeting Minutes is in Local Agency Files Contractor Supervisory EEO Meeting minutes and attendance roster X Precon LA Manual page 8-3, #8.3.8 Agenda and roster of yearly Contractor EEO supervisory meeting

EEO Interviews - Form 280 X End of Project Construction Manual Section 107.1.3 LA required to do 4 interviews / month of active construction. All OJT trainees must be interviewed.

Contractor Payroll Submittals - Form 118

End of Project

LA Manual page 10-2, #10.1.1 and #10.5, #10.6, Contract Documents Project Special Provisions, Required Contract Provisions (Instructions & PR 1273)

Payrolls are done weekly for each week a contractor is active. Identify "no work" periods. Payroll must be checked and signed by the Local Agency. All deductions must be explained.

Contractor DBE Payment Certification -Form

Quarterly LA Manual page 8-13, #8.19 Form 1419 - DBE

Participation Report and page11-3, #11.8

Contractor shall complete Form 1419 Quarterly, LA PE to verify and initial at top right

Request for Authorization of Additional Classification and Rate - DOL 1444

As needed

LA Manual page 11-2, #11.5

Form is to request a wage for a classification that is not listed in Davis Bacon Min Wage in project specs. Submit to LA Coordinator, could take up to 2 months

Prompt Payment - Form 1418 X Monthly LA Manual page 11-2, #11.5 Prompt Payment Form 1418 should be submitted Monthly. LA PE to sign at bottom of form

Affirmative Action Plan X PreCon https://www.dol.gov/ofccp/regs/compliance/aaps/aaps.ht m

Required for contracts in excess of $10,000. Per Executive Order 11246

Commercially Useful Function - Form 1432

End of Project See electronic filing system for project special

DBE Requirements Subsection 8D

Required form for projects with a DBE contractor.

EEO Certification Acceptance Letter X End of Project LA Manual page 11-2, #11.5, Appendix F-4 LA Coordinator to provide form and completed by LA

MATERIALS

Completed Materials Notebook

LA Must turn in paper documentation for CDOT review. Electronic copy will be accepted with prior approval from LA Coordinator.

Concrete Mix Designs X As needed LA Manual page 8-4, #8.3.13 Submit to LA Coordinator, approval will be given from the Staff Materials Lab.

http://www.ecfr.gov/ http://www.codot.gov/business/bidding/bulletin-board-postings http://www.codot.gov/business/bidding/bulletin-board-postings https://www.dol.gov/ofccp/regs/compliance/aaps/aaps.htm https://www.dol.gov/ofccp/regs/compliance/aaps/aaps.htm

Asphalt Mix Formula - Form 43 and Form 429 X As needed LA Manual page 9-6, #9.8 Submit to LA Coordinator, concurrence will be given from the

Materials Lab.

Concrete Truck Mixer Inspection Certification - Form 46

Fabrication of Structural Items LA Manual page 8-5, #8.5 Notify LA Coordinator date of fabrication.

Finals Materials Documentation Review and Audit Checklist - Form 1199

Field Materials Manual, Documentation Tab

LA completes page 1 and CDOT completes page 2. Both LA and CDOT project personnel are to review 100% of the items and materials documents using this Form.

CP 16, Evaluation of Materials Testing - Form 1324 X End of Project Included as an attachment to the Form 1199 LA PE fills out for consultant tester on project.

Project Final Estimate X End of Project Included as an attachment to the Form 1199 Last estimate before retainage is released

Roadway Surface Accomplishment Report

Included as an attachment to the Form 1199 CDOT ROW only. LA Coordinator will provide form to be filled out https://www.codot.gov/library/forms/fhwa-other-forms/rsar.pdf/view

Certification for testing lab and testers (on file) LA needs to verify with coordinator they have this on file

Completed Materials Testing Schedule - Form 250 X End of Project LA Manual page 9-1, #9.2 Checked, signed, and stamped by Local Agency Professional

Engineer. All Tests and COC's shall be referenced on 250.

Completed Assurance Test schedule w/supporting documentation - Form 379 X End of Project Field Materials Manual, Documentation Tab Completed by LA

Buy American Certification X End of Project Field Materials Manual, Documentation Tab Certification from Contractor. Example in Field Materials Manual.

Materials Certification Letter from LA - Form 473-LA X End of Project Field Materials Manual, Documentation Tab Signed by Local Agency Project Engineer and Local Agency Resident

Engineer.

Explanation of Exceptions - Form 473-LA (Page 2) X

End of Project Field Materials Manual, Documentation Tab Explanation of all Exceptions with supporting documentation that addresses any exceptions or deviations.

PAY QUANTITY DOCUMENTATION

Pay Quantity Documentation - Form 266 and Form 7

Keep up to date verify at end

LA Manual page 8-6, #8.5 Construction Inspection and Documentation Responsibilities, Const Manual Sec 100

The LA shall submit written documentation to support all contractor payments. Each item shall have documentation showing item #, description, project #, date, location, method of measurement, quantity paid, signature of inspector.

Daily Diaries kept and signed LA Manual page 8-6, #8.5 Maintain Diaries, Const. Manual Section 100

Verify LA is keeping Daily Diaries in Project Files and that they are signed.

Scale Check if Required Standard Specifications R&B Section 109 Verify Scale Check done for more than 2500 tons of material and in Local Agency Project File.

Tickets for items paid by the ton Construction Manual 121.2.1 Verify tickets were collected at time of material delivery Bi-monthly Bill and Monthly Updated Work Schedule X LA Manual page 8-12, #8-16, IGA LA to submit bi-monthly bill for project and a monthly updated work schedule.

Explanation Letter, Form 90 and supporting documentation - Form 90 X ASAP LA Manual page 8-10, #8.12 and #8.13, Const. Manual Section 120.7 CDOT RE MUST approve all change orders before work begins otherwise might be subject to non-reimbursement

EROSION CONTROL

CDPS Permit X End of Project Refer to current Water Quality Control specification Erosion Control Inspection Form Completed by LA. Check with Environmental unit to see if Consent Order specifications apply.

404 Permit X End of Project

Dewatering Permit X End of Project

TRAFFIC CONTROL

http://www.codot.gov/library/forms/fhwa-other-forms/rsar.pdf/view

Approved Contractor's Method of Handling Traffic - one for each traffic situation

As needed LA Manual page 8-4, #8.3.10, Standard

Specifications R&B Section 630.09 Approved by LA - Submit to Region Traffic Unit for Concurrence if on CDOT Right of Way

Traffic Control Manager's Daily Report

LA Manual page 8-8, #8.7. Form to use see LA Manual B 72-74

Verify LA is collecting the TCS Diaries. Nightime inspections: LA PE is to make at least one nightime inspection upon implementation of a new Method of Handling Traffic that inclues nightime traffic control devices.

Copies of ATSSA and Flagging cards

Submit with Pre-construction paperwork.

Speed Reduction - Form 568 X As needed Form needs to be completed and submitted to LA Coordinator on CDOT Row. LA Coordinator will submit for approval.

Wide Load Restriction (Letter to staff) Headquarters Permits approves Traffic Control Review X During project LA Manual page 8-8, #8.7. Complete Traffic Control Review with LA PE.

FINALS DOCUMENTATION

Local Agency Final Data Form http://cdotsp/r4/Home/Shared%20Documents/ Traffic%20Documents/Local%20Agency/Cons truction

Completed by LA

Final Walk through of Project with CDOT - Form 1212

End of Project LA Manual page 11-1, #11.1 and page 11-4, #11.10 CDOT/LA joint inspection schedule 2 - 3 weeks prior to completion.

Hard Copy generated by LA Coordinator and signed by RE.

Final Project Acceptance Letter from LA to Contractor / With Acceptance Date X End of Project LA Manual page 11-1, #11.2 Completed by LA Example see page B-70 of LA Manual.

As Constructed Plans

End of Project LA Manual page 11-2, #11.4, Const. Manual

Section 100 2 sets (11" x 17")need to be submitted and if there is a structure on project 3 sets (11" x 17")need to be submitted OR 1 electronic copy

EEO Certificate of Compliance X End of Project CDOT provides after EEO review of project.

Final Bill with closure letter X End of Project LA Manual pages 8-12, #8-14, 11-5, #11.11

Advertise for Final Settlement X End of Project LA Manual page 11-1, #11.3 Completed by LA PE immediately after acceptance

The project has been completed in reasonably close conformity with plans and specifications including authorized changes. The Entity accepts the project as

Signature of the Entity Official/Title Date http://cdotsp/r4/Home/Shared%20Documents/Traffic%20Documents/Local%20Agency/Construction

Part 5 – Professional Services Agreement

2025 PSA FORM: Avon Professional Service Agreement + Intellectual Property [Replace with Contractor's Name & Effective Date]

2025 Professional Service Agreement

For _______________________ (“Project Name”)

THIS PROFESSIONAL SERVICES AGREEMENT (“Agreement”) dated as of ________________, 2025, is entered into by and between ___________________________, a _____________________ of the State of ____________, whose business address is ______________________, (“Contractor”) and the Town of Avon, Colorado, a home rule municipality of the State of Colorado (“Town” and, together with the Contractor, “Parties”).

RECITALS AND REPRESENTATIONS

WHEREAS, the Town desires to have performed certain professional services as described in this Agreement; and

WHEREAS, the Contractor represents that the Contractor has the skill, ability, and expertise to perform the services described in this Agreement and within the deadlines provided by the Agreement; and

WHEREAS, the Town desires to engage the Contractor to provide the services described in this Agreement subject to the terms and conditions of the Agreement.

NOW, THEREFORE, in consideration of the benefits and obligations of this Agreement, the Parties mutually agree as follows:

1. SERVICES AND CONTRACTOR PERFORMANCE

1.1. Services and Work Product. As directed by and under the supervision of the Town Manager for the Town of Avon, the Contractor shall provide the Town with the services described in Exhibit A, attached hereto and incorporated herein (“Services”). For purposes of this Agreement, “Work Product” shall consist of deliverables and/or product to be created, provided, or otherwise tendered to the Town as described in the Services.

1.2. Changes to Services. At any time, the Town may request a change or changes in the Services.

Any changes that are mutually agreed upon between the Town and the Contractor shall be made in writing and upon execution by both Parties shall become an amendment to the Services described in this Agreement. To be effective, any written change must be signed by the Contractor and by the Avon Town Council (“Town Council”).

1.3. Independent Contractor. The Contractor shall perform the Services as an independent contractor and shall not be deemed by virtue of this Agreement to have entered into any partnership, joint venture, employer/employee, or other relationship with the Town other than as a contracting party and

2025 PSA FORM: Avon Professional Service Agreement + Intellectual Property [Replace with Contractor's Name & independent contractor. The Town shall not be obligated to secure, and shall not provide, any insurance coverage or employment benefits of any kind or type to or for the Contractor or the Contractor’s employees, sub-consultants, contractors, agents, or representatives, including coverage or benefits related but not limited to: local, state, or federal income or other tax contributions; insurance contributions (e.g., FICA);

workers’ compensation; disability, injury, or health; professional liability insurance, errors, and omissions insurance; or retirement account contributions.

1.4. Standard of Performance. In performing the Services, the Contractor shall use that degree of care, skill, and professionalism ordinarily exercised under similar circumstances by members of the same profession practicing in the State of Colorado. Contractor represents to the Town that the Contractor is, and its employees performing such Services are, properly licensed and/or registered within the State of Colorado for the performance of the Services (if licensure and/or registration is required by applicable law) and that the Contractor and employees possess the skills, knowledge, and abilities to competently, timely, and professionally perform the Services in accordance with this Agreement.

1.5. Patent Indemnification. Contractor shall indemnify, defend and hold Town harmless from any and all claims, demands, and causes of action (including reasonable attorneys’ fees and costs of suit) for actual or asserted infringement or actual or asserted appropriation or use by Town of trade secrets, proprietary information, know-how, copyright rights, or patented inventions included in any design or specification furnished by Contractor or arising from the use or sale of materials, equipment, methods, processes, designs, and information, furnished by Contractor in connection with the Services. Contractor shall include the foregoing indemnification provision as a term of each agreement utilized by it in the performance of its work which shall extend expressly from the vendor or subcontractor to Town.

1.6. Safety. When and to the extent that Contractor or any of its employees, agents, or subcontractors are working under the terms of this Agreement, Contractor will comply, and cause all its employees, agents, and subcontractors to comply, with applicable safety rules and security requirements.

1.7. Qualified Personnel. Contractor will make available all qualified Contractors, drafters, technical and clerical personnel necessary to fulfill its obligations under this Agreement. Prior to commencement of work, Contractor will provide Town with the names of all Contractor personnel and their then current hourly rates, if applicable, whose services are to be employed in performance of the Services. Removal or re-assignment of personnel by Contractor will only be done with prior written approval of Town.

1.8. Removal of Personnel by Town. Town may, in its discretion, require Contractor to dismiss from performance of the Services any personnel of Contractor or any subcontractor for any reason, effective upon written notice from Town of such dismissal. Town will not be required to pay salary, or any other costs associated with dismissed personnel effective upon Contractor’s receipt of notice to dismiss from Town.

1.9. Representations and Warranties. Contractor represents and warrants that the Services will be performed in a manner consistent with other reasonable professionals providing similar services under similar circumstances. Contractor will complete the Services in accordance with the Agreement and applicable United States laws, regulations, ordinances, and codes in existence at the time the Agreement is executed.

2025 PSA FORM: Avon Professional Service Agreement + Intellectual Property [Replace with Contractor's Name &

1.10. Maintenance of and Access to Records. Contractor will maintain detailed records of all matters relating to the Services during the term of the Agreement and for a period after its cancellation or termination of not less than five (5) years. Town will have the right to copy and audit during regular business hours all records of any kind which in any way related to the Services, whether created before, during, or after the termination of this Agreement. Access to such records will be provided to Town at no cost.

1.11. Colorado Open Records Act. The parties understand that all material provided or produced under this Agreement may be subject to the Colorado Open Records Act, § 24-72-201, et seq., C.R.S. In the event of the filing of a lawsuit to compel such disclosure, the Town shall inform the Contractor and will tender all such material to the court for judicial determination of the issue of disclosure and the Contractor agrees to intervene in such lawsuit to protect and assert its claims of privilege and against disclosure of such material or waive the same

1.12. Disclosure of Adverse Information. Contractor will promptly disclose to Town any and all information which Contractor may learn, or which may have a material adverse impact on the Services or the Work Product or Town’s ability to utilize the Work Product in the manner and for the purpose for which the Work Product is intended.

2. COMPENSATION

2.1. Commencement of and Compensation for Services. Following execution of this Agreement by the Town, the Contractor shall be authorized to commence performance of the Services as described in Exhibit A subject to the requirements and limitations on compensation as provided by this Section 2.0 COMPENSATION and its Sub-Sections.

A. For Lump sum Task Orders. The CONTRACTOR shall perform Services as a Task Order described in Exhibit B and shall invoice the TOWN for work performed based on percent complete the specific task.

B. For Time and Materials Task Orders. The CONTRACTOR shall perform the Services and shall invoice the TOWN for work performed based on the rates described in Exhibit C.

C. Reimbursable Expenses. The following shall be considered “Reimbursable Expenses” for purposes of this Agreement and may be billed to the Town without administrative mark-up but which must be accounted for by the Contractor and proof of payment shall be provided by the Contractor with the Contractor’s monthly invoices:

Vehicle Mileage (billed at not more than the prevailing per-mile charge permitted by the Internal Revenue Service as a deductible business expense)

Printing and Photocopying Related to the Services

Charges incidental to securing needed information (e.g., charges imposed to obtain recorded documents)

Postage and Delivery Services

2025 PSA FORM: Avon Professional Service Agreement + Intellectual Property [Replace with Contractor's Name &

Lodging and Meals (only with prior written approval of the Town as to dates and maximum amount permitted)

D. Non-reimbursable Costs, Charges, Fees, or Other Expenses. Any fee, cost, charge, penalty, or expense incurred by the Contractor not otherwise specifically authorized by this Agreement shall be deemed a non-reimbursable cost and shall be borne by the Contractor and shall not be billed or invoiced to the Town and shall not be paid by the Town.

E. Increases in Compensation or Reimbursable Expenses. Any increases or modification of compensation or Reimbursable Expenses shall be subject to the approval of the Town and shall be made only by written amendment of this Agreement executed by both Parties.

2.2. Payment Processing. The Contractor shall submit invoices and requests for payment in a form acceptable to the Town. Invoices shall not be submitted more often than once each month unless otherwise approved by this Agreement or in writing by the Town. Unless otherwise directed or accepted by the Town, all invoices shall contain sufficient information to account for all Contractor time (or other appropriate measure(s) of work effort) and all authorized Reimbursable Expenses for the Services during the stated period of the invoice. Following receipt of a Contractor’s invoice, the Town shall promptly review the Contractor’s invoice.

2.3. Town Dispute of Invoice or Invoiced Item(s). The Town may dispute any Contractor time, Reimbursable Expense, and/or compensation requested by the Contractor described in any invoice and may request additional information from the Contractor substantiating any and all compensation sought by the Contractor before accepting the invoice. When additional information is requested by the Town, the Town shall advise the Contractor in writing, identifying the specific item(s) that are in dispute and giving specific reasons for any request for information. The Town shall pay the Contractor within forty-five (45) days of the receipt of an invoice for any undisputed charges or, if the Town disputes an item or invoice and additional information is requested, within thirty (30) days of acceptance of the item or invoice by the Town following receipt of the information requested and resolution of the dispute. To the extent possible, undisputed charges within the same invoice as disputed charges shall be timely paid in accordance with this Agreement. Payment by the Town shall be deemed made and completed upon hand delivery to the Contractor or designee of the Contractor or upon deposit of such payment or notice in the U.S. Mail, postage prepaid, addressed to the Contractor.

3. CONTRACTOR’S GENERAL RESPONSIBILITIES

3.1. The Contractor shall become fully acquainted with the available information related to the Services.

The Contractor is obligated to affirmatively request from the Town such information that the Contractor, based on the Contractor’s professional experience, should reasonably expect is available and which would be relevant to the performance of the Services.

3.2. The Contractor shall perform the Services in accordance with this Agreement and shall promptly inform the Town concerning ambiguities and uncertainties related to the Contractor’s performance that are not addressed by the Agreement.

3.3. The Contractor shall provide all the Services in a timely and professional manner.

2025 PSA FORM: Avon Professional Service Agreement + Intellectual Property [Replace with Contractor's Name &

3.4. The Contractor shall promptly comply with any written Town request from the Town or any of the Town’s duly authorized representatives to reasonably access and review any books, documents, papers, and records of the Contractor that are pertinent to the Contractor’s performance under this Agreement for the purpose of the Town performing an audit, examination, or other review of the Services.

3.5. The Contractor shall comply with all applicable federal, state, and local laws, ordinances, regulations, and resolutions.

3.6. The Contractor shall be responsible at the Contractor’s expense for obtaining, and maintaining in a valid and effective status, all licenses and permits necessary to perform the Services unless specifically stated otherwise in this Agreement.

4. TERM AND TERMINATION

4.1. Term. The provision of services under this Agreement shall commence on ____________________________, 2025 (the “Effective Date”) and will terminate on ____________________________, 2025 (cumulatively, the…