biddoc.pdf

RFQ-As-Needed Mechanical/Plumbing Engineering Professional Services pg. 1 Rev 7/2026

REQUEST FOR

QUALIFICATIONS

MECHANICAL/PLUMBING ENGINEERING

SERVICES

State of Colorado University of Colorado Boulder

Notice Number: 26-41 Project Number: N/A Project Title: As-Needed Mechanical/Plumbing Engineering Professional Services

Table of Contents

I. NOTICES

II. PROJECT OVERVIEW

III. MINIMUM REQUIREMENTS

IV. SCHEDULE

V. QUESTIONS, CLARIFICATIONS AND ADDENDA

VI. POINT OF CONTACT/CLARIFICATION

VII. SUBMITTALS OF QUALIFICATIONS

VIII. METHOD OF SELECTION AND AWARD

A. Short List

IX. EVALUATION OF QUALIFICATIONS

A. PREQUALIFICATION SUBMITTAL CRITERIA

1. PROJECT TEAM

2. FIRM/TEAM CAPABILITIES

3. PRIOR EXPERIENCE

4. PROJECT APPROACH

5. EQUITY DIVERSITY AND INCLUSION

6. OTHER INFORMATION (Not scored)

X. ORAL INTERVIEWS EVALUATION CRITERIA

1. PROJECT TEAM

2. TEAM CAPABILITIES

3. PRIOR EXPERIENCE

4. PROJECT APPROACH

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Appendix A: Evaluation Forms

Appendix B: Architect/Engineer Contract (State Form SC-5.1) and Consultant Contract (State From SC-5.3)

Appendix C: Acknowledgement and Attestation Form Appendix D: Minimum Qualifications & Demonstrated Project Experience Form

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I. NOTICES

1. All respondents accept the conditions of this RFQ, including but not limited to, the following:

a. All submittals shall become the property of the State of Colorado and will not be returned.

b. Late submittals shall not be evaluated.

c. The State reserves the right to reject any or all submittals on the basis of being unresponsive to this RFQ or for failure to disclose requested information.

d. The State shall not be liable for any costs incurred by respondents in the preparation of submittals and proposals nor in costs related to any element of the selection and contract negotiation process.

e. Any restriction as to the use of submitted materials must be clearly indicated as proprietary. The requested limitation or prohibition of use or release shall be identified in writing on a cover sheet. Blanket claims of proprietary submittals will not be honored. Fee proposals will be considered proprietary.

2. The respondent has reviewed Appendix B and by responding has agreed that the terms and conditions of the sample Architect/Engineer/Consultant Contract are expressly workable without reservation. Any exceptions to the contract must be communicated formally in writing before the date for Requesting Clarifications.

3. Per C.R.S. §24-92-117, a public construction project in the amount of five hundred thousand dollars or more shall be subject to the Buy Clean Colorado (BCCO) Act program requirements. The BCCO Act requires the Office of the State Architect to establish a maximum acceptable global warming potential (GWP) limit for each category of eligible materials, which include asphalt and asphalt mixtures, cement and concrete mixtures, glass, post-tension steel, reinforcing steel, structural steel, and wood structural elements. For any solicitation for a contract for the design of an eligible project, a State Agency or institution shall require the designer who is awarded the contract to include in project specifications when final construction documents are released, a current Environmental Product Declaration (EPD) that meets the maximum acceptable GWP limits for each eligible material specified for the project. A contractor that is awarded a contract for an eligible project shall not install any eligible materials on the project until the contractor submits an EPD for each eligible material procured for the project.

4. Preference shall be given to Colorado resident vendors and for Colorado labor, as provided by law. C.R.S. §8-17-102.

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II. PROJECT OVERVIEW

Introduction

The University of Colorado Boulder (CU Boulder) seeks to retain various engineering firms for as-needed professional services in support of University’s departments of Planning, Design and Construction (PD&C), Housing Services (HDS), and Facilities Management Small Construction. The successful firm(s) will report directly to the designated CU Boulder project manager assigned to specific projects.

Selected firms will be engaged for as-needed services on various Controlled Maintenance, Deferred Maintenance, Capital and Non-Capital projects where fee will not exceed $100,000. This program will not preclude procurement of services where fee is less than $100,000 by other approved State procurement processes.

Firms will be issued a notice or award upon selection into the As-Needed Professional Services Program. Project specific agreements will be issued as projects are assigned. Project assignments will rotate through the short-listed group. Firms with the least amount of contract fee awarded will be the next on the list.

Successful acceptance to the As-Needed Professional Services Program is not a guarantee of awarded work in either quantity of projects or dollar value of total fees.

Background

Eighty-three percent (83%) of CU Boulder Design and Construction’s portfolio consists of projects under $1 million in project budget. This equated to 358 out of 427 projects in the past three years. A short-list of pre-qualified firms will facilitate and shorten the time to procure professional services for small projects while complying with OSA guidelines and statutes.

The University of Colorado Boulder anticipates using a Design/Bid/Build (DBB) approach for project delivery on small construction projects. For projects that have partial or full design, or proceed to construction, the Engineer is expected to provide Basic Services as described in the sample Architect/Engineer Agreement (State Form SC-5.1) and Terms and Conditions of the Contract (State Form SC-5.1TC) unless otherwise noted. Non-design services may also be requested and contracted via the Consultant Agreement (State Form

SC-5.3).

Scope of services may include:

• Design services

• Engineering services

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• Engineering studies

• Peer reviews

The process to be used in the selection of the firms for this As-Needed Program is comprised of two steps. In STEP I submittals will be screened and scored as described in Section IX.

STEP II is the Oral Interview as described in Detail in Section X. A panel of individuals who will be involved in the program and/or understand the required services associated with the program will evaluate responses to this RFQ. Upon completion of the Submittals evaluation a limited number of firms will be invited to the oral interviews.

Submittals are to be submitted electronically via Bidnet at:

https://www.bidnetdirect.com/colorado/universityofcoloradodesignandconstruction

III. MINIMUM REQUIREMENTS

Notice is hereby given to all interested parties that all firms will be required to meet all minimum requirements to be considered for this program. Interested parties should be prepared to show evidence of the following to be considered as qualified, as a minimum:

1. Not previously terminated by the State for non-performance on a State Buildings contract or procurement.

2. Firm must have been in the same business under the same name for the last two (2) years.

3. Demonstrated experience: Utilize the sample template in Appendix D.

a. Mechanical/Plumbing Firms: Demonstrated design experience in three (3) projects, completed in July 2023 through July 2026, on projects where the total fee, including any subconsultants used, was less than $100,000. Note any projects that utilized the firm’s expertise present at their Colorado office.

b. All listed projects must have been fully completed prior to submission in response to this RFQ.

c. All projects must have been completed in July 2023 through July 2026.

d. Failure to provide the requested information will disqualify the firm for further consideration.

4. The Acknowledgment and Attestation Form, Appendix C is a mandatory requirement for a respondent to be considered responsive to this RFQ Prequalification Submittal.

a. Qualifications made by a respondent in executing this form may render a submittal non-responsive as determined by the State

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IV. SCHEDULE

The following is a tentative schedule of events for the Submittal process and an outline of the schedule for the balance of the project. All dates are anticipated and are subject to change. Changes in the schedule will be issued via addendum.

Request for Qualifications Issued July 23, 2026 Request for Clarifications Due August 3, 2026 Final Addendum Issued August 4, 2026

Submittals Due August 6, 2026 Interview Short List Announced August 24, 2026 Oral Interviews Week of August 31, 2026 Selection Announced September 4, 2026

Negotiation of Contract, approx. N/A Contract Term One year from executed agreement date

The above schedule is tentative. Responding firms shall be notified of revisions in a timely manner by posted notice on the Bidnet website.

V. QUESTIONS, CLARIFICATIONS AND ADDENDA

1. Owner initiated changes to this RFQ will be issued under numerically sequenced addenda.

2. Owner initiated changes to this RFQ will be posted in the form of addenda on Bidnet.

3. Questions and requests for clarification(s) regarding this project shall be submitted before the deadline listed in the above Schedule via Bidnet.

4. Communication regarding the project during the procurement, outside of this submission process or scheduled procurement milestones is not permitted.

VI. POINT OF CONTACT/CLARIFICATION

Requests for clarification and questions specific to the RFQ are to be submitted via Bidnet.

This RFQ solicitation managed by:

Name: Katherine A. Dunklau Agency: Design and Construction, CU Boulder Email Address: katherine.dunklau@colorado.edu Phone: office (303) 492-8731; cell (303) 994-6491

VII. SUBMITTALS OF QUALIFICATIONS

1. This RFQ document, its appendices, and any written addenda issued prior to the closing of the solicitation, and written clarifications shall serve as the only basis for the submittal.

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2. All submittals must comply with the following items, a through h. The State retains the right to waive any minor irregularity, or requirement should it be judged to be in the best interest of the State.

a. Qualifications shall be formatted and tabbed in the exact form and numeric sequence of the Evaluation Form (1 through 7) in Appendix A. A cover letter addressed to the CU Boulder Design and Construction / Katherine A. Dunklau, Manager Design and Construction, outlining the firm(s) qualifications is required at the front of the submittal. Not counting the cover letter the entire RFQ Response is to be no more than twelve (12) 8 ½” x 11” pages, font size 10-point or larger. A RFQ Response package that exceeds this page count will be disqualified. Submittal shall be in searchable and bookmarked, pdf format, and not exceed 10 MB in size.

b. Submittal via BidNet must be three separate files:

i. Minimum Qualification & Demonstrated Experience document

ii. Acknowledgment and Attestation form

iii. RFQ Response

c. Qualifications shall be evaluated in accordance with criteria as indicated in PREQUALIFICATION SUBMITTAL CRITERIA and ranked on the corresponding Evaluation Form in Appendix A.

d. Response to all items shall be complete.

e. All references shall be current and relevant.

f. Complete and execute the Appendix C: Acknowledgment and Attestation Form and submit at the back of the Qualification Submittal.

g. An electronic copy of the qualification package is due August 6, 2026 and shall be received no later than 3:00 PM (MST) via Bidnet.

https://www.bidnetdirect.com/colorado/universityofcoloradodesignandconstruction

Late submittals will be rejected without consideration. The State of Colorado assumes no responsibility for costs related to the preparation of submittals.

VIII. METHOD OF SELECTION AND AWARD

A. Short List

1. From the submittals received, a short list of qualified respondents shall be identified using the scoring indicated on the enclosed Evaluation Form, Appendix A.

2. Firms failing to meet the minimum required qualifications will not receive further consideration.

B. Oral Interview

1. Mandatory oral interviews shall be conducted for the short-listed firm(s) only. Interview times will be arranged by the CU Boulder, and all short-

Professional Services pg. 8 Rev 7/2026 listed firms will be notified in advance. Interviews will be conducted over Zoom or Teams only.

C. Method of Selection and Award

1. Submittals will be evaluated by a panel of individuals selected in accordance with state policies. The panel will review and score the submittals. Firms ranked the highest will be invited to an oral interview. It is anticipated that no fewer than three (3) or no more than ten (10) firms will be interviewed.

D. After selection and award all submittals, qualifications and ranking documents will be made available to the public on the agency or institutions solicitation platform.

IX. EVALUATION OF QUALIFICATIONS

A. PREQUALIFICATION SUBMITTAL CRITERIA

Firms will be judged not only on their past experience for the type of work involved, but also on their ability to address issues critical to the success of the program requirements outlined in this RFQ document. The primary focus of the prequalification evaluation will be the firm(s) capability.

1. PROJECT TEAM

Identify the project principal, the project manager, and key staff, from your Colorado office who would perform the services in response to this RFQ. Present a brief discussion regarding how the team's qualifications and experience relate to providing professional services specifically on small projects with fee* less than $100,000. *Fee means a comprehensive fee including any contracted consultant work.

• Qualifications and relevant individual experience.

• Unique knowledge of key team members related to small projects.

• Experience on projects as a team.

• Key staff involvement in project management and on-site presence.

• Time commitment of key staff.

2. FIRM/TEAM CAPABILITIES

Organization charts and graphs depicting your capacity may be included.

• Are the lines of authority and coordination clearly identified?

• Are essential management functions identified? Define the tasks performed by role. Note any tasks/functions performed in-house and which would be performed by consultants.

• Are the functions effectively integrated

• Current and projected workload.

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3. PRIOR EXPERIENCE

Include the name and current telephone number of the owner’s project manager for every project listed.

a. Experience providing professional services on small projects.

b. Experience with other “as-needed” or similar professional services programs.

c. Demonstrated success on past small projects.

d. Experience on university or higher education projects.

e. References.

4. PROJECT APPROACH

For the project and services outlined in the RFQ document, describe how you plan to accomplish the following project control and management issues specific to small projects:

• Budget Methodology / Cost Control

a. Problem solving methods to achieve a solution within the proposed budget

b. Creative and cost-effective solutions to achieve client scope requests

c. Review and response to Requests for Information (from the Contractor) to manage scope change

• Quality Control Methodology

a. While small projects may not have prescriptive sustainability requirements, what sustainability methods, features, and functions have your firm been able to include in small projects?

b. Method to confirm Facilities Standards have been incorporated, as applicable

c. Management of design review comment resolution and incorporation into final construction documents to limit or eliminate scope creep

d. Coordination with Contractors quality control and quality assurance program

• Schedule

a. Design and scope specification solutions that meet tight and small project timelines

b. Planning and Design strategies that facilitate timely project completion

5. EQUITY DIVERSITY AND INCLUSION

a. Describe how your firm is incentivized to hire and promote diverse individuals

b. Describe how your team attempts to partner with Service-Disabled Veteran Owned Small Businesses or historically disadvantaged businesses

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6. OTHER INFORMATION (Not scored)

The following demographic information is for reference.

a. Does your firm fall into one or more of the following categories:

i. SBE (small business enterprise)

ii. MBE (minority business enterprise)

iii. DVBE (disabled veteran business enterprise)

iv. WBE (woman-owned business enterprise)

b. Firm size:

i. Micro firm (less than 10 employees)

ii. Small firm (10 to 49 employees)

c. Proximity to CU Boulder

X. ORAL INTERVIEWS EVALUATION CRITERIA

It is anticipated that oral interviews will be conducted during the week of August 31, 2026.

Interviews will be conducted by Zoom or Teams. A meeting link will be sent to each qualified firm. The time for interviews is to be determined. Key personnel from the firm who will be directly involved with the As-Needed Professional Services Program are expected to attend the interview. Principles, marketing staff, and others who would not be directly involved in providing services and discouraged from attending the oral interview.

The interview panel will be interested in knowing how the firm will respond to specific project requests, methods to provide cost-effective and quality services on small projects, and in meeting the individuals who will act as the primary contacts with CU Boulder. The interview panel is not interested in hearing a repeat of information already provided in the RFQ submission, though they may have a follow-up question to information the firm has provided in the submission.

1. PROJECT TEAM

2. TEAM CAPABILITIES

3. PRIOR EXPERIENCE

4. PROJECT APPROACH

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Appendix A: Evaluation Forms

Appendix A1: Prequalification Submittal/Evaluation Form

Appendix A2: Oral Interview Evaluation Form

Appendix A3: Prequalification and Oral Interview Ranking Matrix

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STATE OF COLORADO

OFFICE OF THE STATE ARCHITECT

STATE BUILDINGS PROGRAM

APPENDIX A1: QUALIFICATION SUBMITTAL

EVALUATION FORM

Name of Firm:______________________________________________________________ Name of Project: _As-Need Mechanical/Plumbing Professional Services ___ Evaluator No:_______________________________________ Date:______________________________________________

INSTRUCTIONS:

1. Criteria: Agencies/Institutions are encouraged to include additional criteria that reflect unique characteristics of the project under each category to help determine the submitter’s overall qualifications.

2. Weights: Agency/Institutions to assign weights, using whole numbers, to all criteria on evaluation forms for inclusion into RFQ document and prior to evaluations.

3. Ratings: Evaluator to assess the strength of each firms qualifications and assign a numerical rating of 1 to 5 using whole numbers

4. Rating: 0 = Not provided, 1 = Unacceptable, 2 = Poor, 3 = Fair, 4 = Good, 5 = Excellent

5. Total Score: Includes the sum of all criteria.

1. PROJECT TEAM Weight X Rating = Score Qualifications and Relevant individual experience 5 x = Unique knowledge of key team members 3 X = Experience on projects as a team 5 X = Key staff involvement in project management and on-site presence

4 X

Time commitment of key staff 1 X =

2. FIRM/TEAM CAPABILITIES Weight X Rating = Score Are the lines of authority and coordination clearly defined? 1 X = Are essential management functions identified? 2 X = Current and projected workload. 2 X =

3. PRIOR EXPERIENCE Weight X Rating = Score Experience of key staff and firm with small projects 4 X = Experience with other “as-needed” professional services programs, or similar 2 Demonstrated success on past small projects 5 X = References Provided Yes No

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4. PROJECT APPROACH Weight X Rating = Score Budget Methodology / Cost Control 3 X = Quality Control Methodology 5 X = Schedule 3 X =

5. EQUITY, DIVERSIY AND INCLUSION Weight X Rating = Score Incentives and promotion of diverse individuals 1 X = Partnering with SDVOSB or other disadvantaged businesses 1 X =

6. WORK INFORMATION

Firm category

SBE MBE DVBE WBE

Firm size Micro firm (less than 10 employees) Small firm (10 to 49 employees)

Proximity to CU Boulder (location or miles) ____________

Total Score: _________

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STATE OF COLORADO

OFFICE OF THE STATE ARCHITECT

STATE BUILDINGS PROGRAM

APPENDIX A2: ORAL INTERVIEW EVALUATION FORM

INSTRUCTIONS/EXAMPLE:

1. Criteria: Agencies/Institutions are encouraged to include additional criteria that reflect unique characteristics of the project under each category to help determine the submitter’s overall qualifications.

2. Weights: Agency/Institutions to assign weights, using whole numbers, to all criteria on evaluation forms for inclusion into RFQ document and prior to evaluations.

3. Ratings: Evaluator assesses the strength of each firm’s qualifications and assigns a numerical rating of 0 to 5 with 5 being the highest rating. (Use whole numbers), 0 is missing information.

4. Total Score: Includes the sum of all criteria. Note: a passing score (as a percentage of the total points available) is optional and should be assigned by the agency/institution prior to evaluation.

CRITERIA Weight X Rating = Score

1. PROJECT TEAM

2 x =

2. TEAM CAPABILITIES

3. PRIOR EXPERIENCE

4. PROJECT APPROACH

TOTAL SCORE

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APPENDIX A3: PREQUALIFICATION AND ORAL

INTERVIEW RANKING MATRIX

QUALIFICATION BASED SELECTION

(Use this form to rank and determine the most qualified architectural/engineering/consulting services firm for both the preliminary and interview evaluations.)

FIRM NAME

QUALIFICATIONS

QUALS

SCORE

RANK

EVAL

#1

EVAL

#2

EVAL

#3

EVAL

#4

EVAL

#5

EVAL

#6

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Appendix B: Architect/Engineer Agreement (State Form SC-5.1) and Consultant Agreement (State Form SC-5.3)

Architect/Engineer Agreement Design/Bid/Build (D/B/B) – State Form SC-5.1

Architect/Engineer Agreement Terms and Conditions Design/Bid/Build – State Form

SC-5.1TC

Supplementary General Conditions: University of Colorado Boulder to the State Forms SC-5.1 and SC-5.1TC

Consultant Agreement – State Form SC-5.3

Supplementary Terms and Conditions to the Consultant Agreement SC-5.3

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Appendix C:

ACKNOWLEDGEMENT AND ATTESTATION FORM

By responding to this RFQ, the respondent(s) certify that they have reviewed the Agreement and its Exhibits contained herein and is familiar with the terms and conditions and finds them expressly workable without change or modification.

We certify and declare that the foregoing is true and correct.

Subscribed on _______________________________ at _________________________, Date City

___________________________, State of _____________________________________.

County State

Corporate Officer Signature Date

Secretary (firm/corporate officer) Date

Note: Use full corporate name and attach corporate seal here. Provide written documentation if firm/corporation does not have a seal.

Offeror Acknowledges Receipt of Addendum No. ____, ____, ____, ____ (Addenda MUST be acknowledged)

(SEAL of the Firm or Corporation)

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Appendix D:

TEMPLATE FOR DEMONSTRATED PROJECT EXPERIENCE

Editable Word document will be provided in BidNet.

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MINIMUM QUALIFICATIONS & DEMONSTRATED EXPERIENCE

NOTE:

• Format for the requested information may not be changed, outside of increased cell size to accommodate text. ALL requested information must be provided on this form.

• Font size must be 10-point or larger.

• Projects listed must have been completed in July 2023 through July 2026.

• Incomplete or missing information will result in disqualification.

Name of Firm: __________________________________________________ Name of Project: As-Needed Engineering Professional Services: Mechanical/Plumbing Check all that apply:

Firm has not previously been terminated by the State for non-performance on a State

Buildings contract or procurement.

Firm has been in the same business, under the same name for the last two (2) years.

Acknowledge and Attestation Form has been provided with required signatures and seals/stamps.

<insert photo -optional>

<insert project name> Services provided:

Staff utilized:

w/ Colorado office

Challenges encountered and solutions:

Completion date: Total Fee $: