Belvoir_Ranch_Phase_2,_Design-Build_Trail_(Addendum_#2_Revision).pdf

REQUEST FOR PROPOSAL

RFP 9-24

BELVOIR RANCH PHASE 2, DESIGN-BUILD TRAIL

City of Cheyenne

2101 O'Neil Ave., Room 309

Cheyenne, WY 82001

RELEASE DATE: March 28, 2024

DEADLINE FOR QUESTIONS: April 17, 2024

RESPONSE DEADLINE: April 29, 2024, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/cheyennecity

City of Cheyenne

REQUEST FOR PROPOSAL

Belvoir Ranch Phase 2, Design-Build Trail

I. Introduction II. Request for Proposal

III. Vendor Questionnaire

Attachments:

A - RFP 9-24

B - RFP 9-24 PRELIMINARY MAPPING

Request For Proposal #RFP 9-24 Title: Belvoir Ranch Phase 2, Design-Build Trail

1. Introduction

1.1. Summary

The City of Cheyenne (City) is requesting proposals from qualified trail designer / builder teams

(Consultant/Contractor) for the design and construction of a 6.5-mile trail system to be located at the

Belvoir Ranch property owned by the City in western Laramie County.

1.2. Contact Information

TJ Barttelbort

Purchasing Manager

2101 O'Neil Ave, Room 309

Cheyenne, WY 82001

Email: tbarttelbort@cheyennecity.org

Phone: (307) 773-1045

Department:

Purchasing

1.3. Timeline

Release Project Date March 28, 2024

1st Legal Advertisement April 3, 2024

2nd Legal Advertisement April 10, 2024 mailto:tbarttelbort@cheyennecity.org tel:(307)773-1045

Pre-Proposal Meeting (Mandatory) April 10, 2024, 9:00am

2101 O'Neil Ave, Room 208 (2nd Floor) and via

Zoom On-Line Meeting.

TJ Barttelbort, City of Cheyenne is inviting you to a scheduled Zoom meeting.

Topic: RFP 9-24 / MANDATORY Pre-Proposal

Meeting / Belvoir Ranch Phase 2, Design-Build Trail

Time: Apr 10, 2024 09:00 AM Mountain Time (US and Canada)

Join Zoom Meeting https://us02web.zoom.us/j/86819835090?pwd=N2

FDNWh0S2gzVytiRjJzdWtNb3NIZz09

Meeting ID: 868 1983 5090

Passcode: 2101

Question Submission Deadline April 17, 2024, 5:00pm

Addendum Response Deadline April 19, 2024, 5:00pm

Proposal Submission Deadline April 29, 2024, 3:00pm

Review Committee reviews proposals, and selects Firms for interviews (If necessary)

May 1, 2024

Interviews are held (If necessary), and review committee completes final selection

May 2, 2024

Professional Services Agreement finalized with successful Firm

May 6, 2024

Agenda Submission Deadline May 8, 2024

Agreement placed on City Council for

Referral

May 13, 2024 https://us02web.zoom.us/j/86819835090?pwd=N2FDNWh0S2gzVytiRjJzdWtNb3NIZz09 https://us02web.zoom.us/j/86819835090?pwd=N2FDNWh0S2gzVytiRjJzdWtNb3NIZz09

Agreement at Finance Committee May 20, 2024

Agreement City Council Meeting:

Agreement approved/disapproved.

May 27, 2024

Contract Execution May 28, 2024

Notice-to-proceed issued by City if

Agreement approved

May 31, 2024

Project Completion November 30, 2024

2. Request for Proposal

Belvoir Ranch Phase 2, Design-Build Trail

RFP 9-24

2.1. MANDATORY PRE-PROPOSAL MEETING

A MANDATORY Pre-Proposal Meeting will be held for RFP 9-24. The Pre-Proposal Meeting will be held simultaneously via Zoom Online Meeting & In-Person at City of Cheyenne Municipal Building. The Pre-

Proposal Meeting will be followed by an optional site visit (site visit is weather-permitting). Site visits may be scheduled with Dusty Humphrys for those who cannot attend the pre-proposal meeting in person.

IN PERSON MEETING INFO:

2101 O'Neil Ave, Room 208 (2nd Floor), Cheyenne, WY 82001.

A Pre-Proposal Meeting will be held on Wednesday, April 10, 2024 at 9:00 am.

ZOOM MEETING INFO:

2101 O'Neil Ave, Room 208 (2nd Floor) and via Zoom On-Line Meeting. TJ Barttelbort, City of Cheyenne is inviting you to a scheduled Zoom meeting. Topic: RFP 9-24 / MANDATORY Pre-Proposal Meeting /

Belvoir Ranch Phase 2, Design-Build Trail Time: Apr 10, 2024 09:00 AM Mountain Time (US and Canada)

Join Zoom Meeting https://us02web.zoom.us/j/86819835090?pwd=N2FDNWh0S2gzVytiRjJzdWtNb3NIZz09 Meeting ID: 868

1983 5090 Passcode: 2101

The City will reject proposals from any company who has not signed in the In-Person Sign-In Sheet, OR logged their presence in the "Chat" feature of Zoom prior the ending of the mandatory pre-proposal meeting.

2.2. PROPOSAL REQUIREMENTS

To be considered, proposals must be received via the City's eProcurement Portal

Any proposal received after that time shall not be considered Email or fax submittals shall not be considered.

2.3. PROPOSAL SUBMISSION FORMAT

The City will utilize a two-step process for selection through this solicitation. This process dictates that proposers divide their submittals into two parts: a technical proposal and a price proposal. Proposers shall submit their technical proposals and price proposals simultaneously on the date and time specified in this RFP via the City's eProcurement Portal.

2.4. TECHNICAL PROPOSAL:

Technical proposal shall be uploaded via the City's eProcurement Portal.

2.5. PRICE PROPOSAL:

Price proposals are to be submitted in accordance with the requirements of this section via the City's eProcurement Portal.

PROPOSERS ARE INSTRUCTED TO ENSURE THAT ANY PRICING INFORMATION IS NOT INCLUDED IN THE

TECHNICAL PROPOSAL

ANY PREMATURE REVIEW OF PRICING INFORMATION THAT IS MISTAKENLY INCLUDED WITH THE

TECHNICAL PROPOSAL, WILL BE BASIS FOR PROPOSAL REJECTION.

2.6. ADDENDA

Any and all Proposers may make inquiries in writing to City at any time prior to 5:00 pm on Wednesday, April 17, 2024. Any written question of a Proposer regarding the meaning or interpretation of the RFP, work scope, specifications, etc., must be submitted to the City prior to the above specified date. The City shall make reasonable efforts to ensure that clarifications given to any prospective Proposer shall be similarly furnished to all prospective Proposers in summary form as an addendum to this RFP if the lack of such information could reasonably be considered prejudicial towards uninformed Proposers. No technical assistance shall be given by the City to any Proposer in preparation of its proposal.

The City intends to respond to all questions and inquires no later than,5:00 pm on Friday, April 19, 2024

Written inquiries shall be submitted via the City's eProcurement Portal.

Any or all changes, additions, or clarifications in connection with this RFP shall be issued by the City in the form of written addenda. Oral comments, responses and/or representations shall not be binding upon the City.

If any Addenda are issued, each Proposer must acknowledge each addenda via the City's eProcurement

Portal.

THE CITY WILL CONSIDER AS INCOMPLETE ANY PROPOSAL IN WHICH ALL ADDENDA ARE NOT

ACKNOWLEDGED, AND THIS WILL BE A BASIS FOR PROPOSAL REJECTION.

2.7. AWARD OF CONTRACT

The selected Agency shall be required to sign a professional services agreement in the form provided by the City of Cheyenne, which will incorporate this RFP and the proposal submitted by that advisor and agree to the terms and conditions therein. Any violation of professional services agreement provisions by the advisor will be cause for immediate termination.

The selected firm shall provide a Certificate of Insurance, as required in the Professional Services

Agreement.

2.8. DISCLOSURE OF PROPOSAL CONTENTS

All proposals and supporting documents, except such information that discloses proprietary or financial information submitted in response to qualification statements, becomes public information held in custody of the City after the proposal submittal date given in this RFP. The City assumes no liability for the use or disclosure of technical or cost data submitted by any proposer.

Nevertheless, if a proposal contains information that the proposer does not want disclosed to the public, or used for any purpose other than the evaluation of this offer, all such information must be indicated with the following or similar statement:

The information contained on pages ______ shall not be duplicated or used in whole or in part for any purpose other than to evaluate the proposal provided. If a contract is awarded to this firm as a result of the submission of such information, the City of Cheyenne shall have the right to duplicate, use or disclose this information to the extent provided in the contract. This restriction does not limit the City of Cheyenne’s right to use the information contained herein if obtained from another source.

All such nondisclosure items specified in the proposal shall be subject to disclosure as provided in the

Wyoming Public Records Act or as otherwise provided by law.

2.9. OMISSION OF DETAILS

No advantage shall be taken by any proposer as a result of the omission of any parts or details which are necessary for the provision of detailed design and engineering services even though such details may not be mentioned in this RFP.

3. Vendor Questionnaire

3.1. Upload your Technical Proposal *

Please upload file in PDF file format.

*Response required

3.2. Upload your Cost Proposal*

Please upload file in PDF file format. PLEASE ENSURE YOU HAVE UTILIZED THE REVISED COST

PROPOSAL, PROVIDED VIA ADDENDUM ONE (1).

*Response required

3.3. Have you read and understood all aspects of the RFP?*

☐ Yes

☐ No

*Response required

3.4. Proposal Shelf Life *

Please confirm your proposal will be valid for at least 120 days

☐ Please confirm

*Response required

3.5. PROPOSER INFORMATION

3.5.1. PROPOSER / FIRM NAME *

Name of Company Submitting Bid.

*Response required

3.5.2. FIRMS PHYSICAL ADDRESS*

Please provide, Street Address, City, State, and Zip Code.

*Response required

3.5.3. FIRM PHONE NUMBER*

Please provide phone number for Firm.

*Response required

3.5.4. FIRM E-MAIL ADDRESS*

Please provide e-mail address for Firm.

*Response required

3.5.5. PROPSERS SIGNATURE (NAME & TITLE)*

Please type the Name & Title of person authorized to submit a Proposal on behalf of the Firm.

*Response required