AHEC-26921-D_Project Management Consultant_FINAL.pdf

AHEC – 26921-D

Updated 2020

1BAURARIA HIGHER EDUCATION CENTER

0BDOCUMENTED QUOTE COVER SHEET

Date: April 27, 2026 Quote Number: AHEC-26921-D

Return all Quotes to:

Auraria Higher Education Center, Procurement Services See Section 1.7

Purchasing Agent: Stacy Tino, CPPB, NIGP-CPP

Quote Due Date: May 1, 2026 Quote Due Time: 2:00PM Mountain Time

All Quotes Shall be Quoted F.O.B. Destination Unless Otherwise Specified

Project Management Consultant for the Auraria Higher Education Center

Per the attached specifications, terms and conditions

F.E.I.N.: Payment Terms:

(Minimum of Net 45) Delivery Date:

Authorized Signature:

Typed/Printed Name:

Title:

Company Name:

Address:

City: State: Zip:

Phone Number: Fax Number:

Contact for Clarifications:

Title:

Phone Number: Email Address:

The purpose of this coversheet is to fully identify respondents so they may be considered, to quickly identify the costs and billing terms, and to provide basic information applicable to all solicitations. Submissions must contain: this coversheet (completed and signed), cost pages(s), supporting descriptive/technical literature for substitutes where applicable, and any other enclosures requested in or relevant to this solicitation. In submitting an offer, you are acknowledging acceptance of the related documents.

Vendor note: Emailed quotes are acceptable as long as they are received by the DATE/TIME due. Vendors are urged to read the solicitation document thoroughly before submitting a quote.

Vendors are required to submit Federal Employer Identification Number (F.E.I.N.).

THIS PAGE MUST BE COMPLETED, SIGNED AND RETURNED WITH RESPONSE.

I. GENERAL INFORMATION

1.1 ColoradoVSS and BidNet Registration

The State of Colorado has transitioned to a financial management system called the Colorado Operations Resource Engine (CORE). All solicitations issued by the Auraria Higher Education Center (AHEC) either on its behalf, or on behalf of the Institutions we serve, will be posted on the following websites:

ColoradoVSS: https://prd.co.cgiadvantage.com/PRDVSS1X1/Advantage4 and the Rocky Mountain E-Purchasing System (aka BidNet): https://www.bidnetdirect.com/colorado

Solicitation details for goods and services, as well as construction notices on ColoradoVSS and BidNet, are public. Registration is not required for ColoradoVSS; however, registration for BidNet is required and there is no cost unless the “push” notification option is selected.

During the solicitation process, all official communication with vendors will be via notices on ColoradoVSS and BidNet. Notices may include any modifications to administrative or performance requirements, answers to inquires received, clarifications to requirements, and the announcement of the apparent winning vendor. It is incumbent upon vendors to carefully and regularly monitor ColoradoVSS or BidNet for any such notices.

1.2 Scope

It is the intent of the Auraria Higher Education Center (AHEC) Procurement Services Office to receive quotes on behalf of the Facilities Management Department for Project Management Consulting.

1.3 Costs

Quoted costs must remain firm for 90 days from quote due date.

1.4 Term

The project is estimated to be for a term of eight (8) months. Should AHEC require the same services beyond the estimated eight-month project date, the term can be extended for one (1) additional year, at AHEC’s sole discretion.

1.5 Standard Agreement

Awarded vendors must be willing to agree to the AHEC Procurement Order Terms and Conditions. A purchase order (PO) may be used for services totaling less than $250,000;

however, it is at the discretion of AHEC as to whether or not a purchase order is adequate. See Attachment A_AHEC Purchase Order Terms Conditions_AHEC-26921-D.pdf to this DQ.

Vendors must clearly identify any exceptions to the contractual terms and conditions described in this solicitation, and the attachments, and must provide justification and alternative language in their quote response. Vendors are strongly encouraged to seek advice from legal counsel regarding such contractual exceptions.

Vendors should not assume any term or condition in this DQ, or the purchase order terms and conditions are negotiable. In the event the parties are unable to negotiate terms that are fully satisfactory to AHEC within a reasonable period of time, at AHEC’s sole discretion, AHEC may https://prd.co.cgiadvantage.com/PRDVSS1X1/Advantage4 https://www.bidnetdirect.com/colorado elect to enter into negotiations with another vendor within the competitive range. If an “Award” has been issued, and the parties are unable to enter into an agreement that is fully satisfactory to AHEC within a reasonable period of time, AHEC may elect to cancel the “Award” and issue an “Award” to another vendor within the competitive range and commence contract negotiations with such vendor.

1.6 Number of Awards

AHEC intends to award to the vendor capable of fulfilling the anticipated needs for AHEC;

however, should AHEC determine at any time during the term that the awarded vendor is not adequate to properly fill these needs, AHEC reserves the right to make awards to vendors who submitted responses to the original solicitation but were not awarded, or to re-issue the solicitation and make additional awards as necessary.

1.7 Solicitation Submission and Questions

The quote, including cover page complete with signature, must be received via email, or submitted electronically via BidNet, no later than the quote due date and time specified on the coversheet of this solicitation. Emailed responses are acceptable – email to: stacy.tino@ahec.edu, or submit electronically through BidNet.

Vendor assumes full responsibility for any costs related to this solicitation including express delivery, parcel post, packing, cartage, insurance, license fee permits or cost of bonds.

All questions regarding this solicitation are to be emailed to stacy.tino@ahec.edu. Answers will be posted on ColoradoVSS and BidNet. No questions will be accepted after: April 28, 2026 at 5PM Mountain Time.

1.8 Cost and Award Information

All cost information shall be provided according to the instructions in this solicitation.

Awarded costs must remain firm for the duration of the project. Any unique changes or modifications to the contract will be negotiated on a case-by-case basis ONLY, with final determination made by AHEC.

AHEC reserves the right to reject all quotes and re-solicit at any time prior to project start date.

AHEC reserves the right to cancel this solicitation in its entirety at any time without penalty. All prices and notations shall be printed in ink or type written on the solicitation documents. Illegible quotes or writing may be deemed non-responsive and may not be evaluated. A quote with missing, or inconsistent information may be considered non-responsive and may not be evaluated. Do not qualify your quote nor alter the solicitation format. AHEC will be the sole judge in determining the acceptability of an offer. AHEC also reserves the right to reject any or all quotes in part, or in whole, and to waive technicalities as allowed in the Procurement Rules.

AHEC reserves the right to make multiple awards from this solicitation if in the best interest of

AHEC.

1.9 Performance

Awarded vendor shall comply with the requirements as to performance, timeframes, etc. If the winning vendor fails to perform, AHEC reserves the right to take remedial action, including canceling the contract (with 30 day written notice) for cause (default). Cause is defined as failure to meet requirements of the written specifications and conditions or correct deficiencies upon receipt of notice. Failure to maintain satisfactory performance after notice will be sufficient cause mailto:stacy.tino@ahec.edu for immediate cancellation of the award. In the event of default, AHEC may make an award to another vendor in the competitive range, or re-solicit at its discretion.

Invoices for services shall be submitted to the ordering department for authorization to pay. Order department addresses must be taken from the purchase order.

Vendors guarantee to AHEC that they understand and agree to the terms and conditions of the solicitation; guarantee a continuing supply and consistent quality of the service offered; and that they will not default from performance by virtue of a mistake or misunderstanding.

1.10 Responsibility of Vendor

Vendors must be able to demonstrate their ability to perform according to the terms of this solicitation. AHEC may require additional information of the apparent successful vendor to determine their ability to perform. This information may include, but is not limited to, previous experience of company; years in business; quality and condition of equipment; financial condition;

references as to size and scope of work done in the past. AHEC reserves the right to make its vendor responsibility determination at any time in this solicitation process and may not make a responsibility determination for every vendor.

AHEC reserves the right to request further information as it deems necessary to determine the vendor’s responsibility. If the vendor fails to supply the requested information, AHEC shall base the determination of responsibility upon any available information, or may find the vendor non-responsible.

1.11 Insurance

Vendor must provide insurance information as requested by AHEC. Awarded vendor must submit correct certificate of insurance within ten (10) business days of award, and prior to performance of any services.

1.12 Sex Offender Registration Information Requirements

Auraria Higher Education Center is a State of Colorado Higher Education Campus. Awarded vendor(s) must comply with the following laws in order to have employees on a State of Colorado Campus:

Colorado Revised Statutes, Title 16-22-103, et seq.

Code of Federal Regulations, 34 CFR 668.46 Jeanne Clery Act 20 USC 1092 (f)

1.13 Public Employees Retirement Association (PERA)

AHEC is a Colorado Public Employees Retirement Association (PERA) affiliated employer.

Pursuant to Colorado Revised Statutes, AHEC requires the awarded vendor to notify AHEC’s Accounting Office at accountspayable@ahec.edu within fifteen (15) calendar days from the date of resulting contract or purchase order if the services provided are being or are to be performed by a PERA retiree.

mailto:accountspayable@ahec.edu

1.14 Cooperative Purchasing

Successful vendor(s) shall make available to other Colorado State agencies or political subdivisions (“Participating Entity”) any and all items specified herein at the contract prices established herein. If a Participating Entity exercises this option, it shall be understood and agreed that such an arrangement does not bind either the Participating Entity or the successful vendor(s) to the terms, conditions or prevailing awards generated through this DQ; nor does it preclude any Participating Entity from pursuing a purchase or purchases through their own contracting methods with another vendor.

It shall be further understood and agreed that AHEC is not a legally binding party to any contractual agreement made between a Participating Entity and the successful vendor(s) as a result of this DQ. Each Participating Entity which determines to enter into a contractual arrangement with the successful vendor(s) shall establish its own contract, place its own orders, issue its own purchase orders, be invoiced separately and make its own payments, and issue its own tax exemption certificates as required by the successful vendor(s).

II. SCOPE OF WORK

2.1 Background

AHEC is a Colorado state entity that serves as the umbrella agency for the Auraria Campus to oversee both the strategic and master property plans for the 150-acre campus as well as all shared services and facilities to support the three partner institutions: Community College of Denver (CCD), Metropolitan State University of Denver (MSU Denver), and University of Colorado Denver (CU Denver).

AHEC has a Construction Project Management team that oversees over 200 projects each year ranging from $40 million new build construction projects, to $10,000 paint projects. The team is made up of three (3) levels of project managers: Project Planners, Project Managers, and Sr.

Project Managers.

2.2 Contractor Responsibilities

AHEC is seeking a consultant to evaluate and refine the project management team’s tools and methodology, establish an intake process with input from our customers and partners, and provide recommendations for reporting on the portfolio of projects to campus leadership. Scope details:

1. Refine existing project management methodology

a. Review existing project process steps and identify any missing steps or processes and procedures that need to be better defined or improved.

b. Review existing project tools including project agreement, project estimate, project tracking sheet, etc., and identify any opportunities for improvement.

c. Create a toolkit of project management tools, procedures, forms, and process documents for project managers delineated by small-to-medium projects vs.

large capital projects.

d. Provide training for 10-15 members of the project team as needed for new processes and procedures.

2. Resource Management – use industry best practices to improve existing methods for resource capacity.

3. Refine and implement a consistent project intake process and model including:

a. Design and implement a prioritization model to evaluate and select projects when project management resources are limited compared to project requests.

Engagement with the three partner institutions to provide feedback on a proposed prioritization rubric to be used in the intake process to determine which projects are highest priority.

4. Explore options for portfolio reporting and make recommendations on best practices for reporting on the portfolio of projects to leadership.

2.3 AHEC Responsibilities

AHEC will be responsible for providing the consultant with existing project management forms, procedural documentation, process documentation, and historical documentation to serve as examples. AHEC will also ensure the Director of Projects, the Assistant Director of Projects and the Chief Operations Officer are available to provide answers to questions. AHEC will also coordinate meetings between partner institutions and the consultant when collaborating on the creation of the prioritization rubric and if other interviews are needed.

2.4 Task Schedule and Timeline

Begin exploratory process in May 2026. AHEC Project Management team leadership will be less available in June and July, so this will be a good time for the selected consultant to review materials provided to them. The team will be available to continue collaborative work in August 2026. We anticipate the project will be completed by December 2026.

2.5 Performance Location

Meetings and information gathering tasks may be held at Auraria Campus but the consultants’ independent work will need to be conducted elsewhere. There is not space available for the consultant on campus.

2.6 Payment

AHEC does not make advance payments for services. Submit proposed payment schedule based on milestones or deliverables with quote. In the absence of a proposed payment schedule, vendors agree that AHEC will pay the entire amount upon completion of the project and receipt of all deliverables.

2.7 Ownership

All tools, processes, procedure documents, and rubrics, created or modified by the selected consultant will remain or become the property of AHEC to use and modify.

III. QUALIFICATIONS AND QUOTE REQUIREMENTS

3.1 Respondents must have the following experience within the past ten (10) years and demonstrate such in their quote response:

• Experience working with government entities such as school districts, counties, state government agencies or cities.

• Experience working in or with other project management teams (either construction or other type of project management) as an employee or a consultant.

• Experience facilitating customer groups to drive toward consensus on process changes.

3.2 Quotes must include the following information and be 25 pages or less:

1. Signed coversheet (will not be counted in page limit)

2. Provide at least one (1) reference including name, email, phone for projects completed in the last ten (10) years.

3. Complete documentation demonstrating qualifications.

4. A draft project plan demonstrating the tasks that will be included in the project to accomplish the scope of work.

5. A proposed project schedule confirming the desired timeline.

6. Costs must be a not to exceed amount. Costs must be broken down by:

a) What cost includes and excludes

b) Personnel with position listed, proposed commitment and hourly rate

c) Not to exceed amount for reimbursables (travel, lodging, meals), if applicable.

d) Proposed payment schedule (must be by milestones or deliverables).

Note: AHEC reserves the right to negotiate a cost structure and reimbursable expenses, if any, with the selected contractor.

IV. GENERAL CONDITIONS

4.1 The vendor agrees to comply with the letter and the spirit of all applicable state and federal laws respecting discrimination and unfair employment practices.

4.2 This Documented Quote does not obligate AHEC to pay any costs incurred in the preparation or the submission of such quotes, or to purchase, or contract for materials, or services from such solicitation if not in the best interest of AHEC.

4.3 The quoted price shall be exclusive of any Federal or State Taxes from which the AHEC is exempt.

4.4 ANTI-KICKBACK ACT of 1986. Vendor represents that they have not provided or attempted to provide any kickback to any employee or agent of AHEC. All reports of possible kickback shall be submitted in writing to AHEC Procurement Services.

V. EVALUATION

Quotes will be evaluated on vendor's experience qualifications, proposed approach to the project, proposed project schedule, and the cost of the project. AHEC will award, in whole, to the vendor(s) who is most responsive to AHEC's needs, cost and other factors considered. AHEC reserves the right to reject any or all quotes.

VI. VENDOR INFORMATION

AHEC is required to have a W-9 on file for every company it does business with. Please attach a completed W-9 (Attachment B) to your quote.