biddoc.pdf

RFP 10314 Transfort Maintenance Facility HVAC Improvements CM/GC Page 1 of 177

REQUEST FOR PROPOSAL

10314 TRANSFORT MAINTENACE FACILITY HVAC IMPROVEMENTS CM/GC

RFP DUE: 3:00 PM MT (Mountain Time), August 20, 2026

The City of Fort Collins is requesting proposals from qualified Construction Manager/General Contractors (CM/GC) for construction management and general contracting services for the Transfort Maintenance Facility Heating, Ventilation and Air Conditioning (HVAC) and gas detection project. This project is federally funded and must comply with federal procurement requirements including Davis Bacon wages.

As part of the City’s commitment to sustainability, proposals must be submitted online through the Rocky Mountain E-Purchasing System (RMEPS) at http://www.bidnetdirect.com/colorado/city-of-fort-collins. Note: please ensure adequate time to submit proposals through RMEPS. Proposals not submitted by the designated Opening Date and Time will not be accepted by RMEPS.

A pre-proposal meeting will be held at 1:00 PM MT on July 30, 2026. The pre-proposal meeting will take place at 6570 Portner Road, Fort Collins, CO 80525, proposing teams are highly encouraged to attend this meeting. We will meet outside near the front entrance of the building, please bring and wear a safety vest for walking the project site.

All questions should be submitted, in writing via email, to Adam Hill, Senior Buyer at adhill@fortcollins.gov, with a copy to Blake Visser, Project Manager, at bvisser@fortcollins.gov, no later than 3:00 PM MT on August 11, 2026. Please format your e-mail to include: RFP 10314 Transfort Maintenace Facility HVAC Improvements CM/GC in the subject line. Questions received after this deadline may not be answered. Responses to all questions submitted before the deadline will be addressed in an addendum and posted on the Rocky Mountain E-Purchasing System webpage.

Rocky Mountain E-Purchasing System hosted by BidNet A copy of the RFP may be obtained at http://www.bidnetdirect.com/colorado/city-of-fort-collins.

This RFP has been posted utilizing the following Commodity Code(s):

22014 Energy Computerized Control Systems for HVAC, Lighting & Utilities 90900 Building Construction Services 91017 Energy Computerized Control Systems 91116 C.I.P. Construction Buildings 91438 Electrical

91450 HVAC

95826 Construction Management Services

Prohibition of Unlawful Discrimination: The City of Fort Collins, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d-

4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated http://www.bidnetdirect.com/colorado/city-of-fort-collins

RFP 10314 Transfort Maintenance Facility HVAC Improvements CM/GC Page 2 of 177 against on the grounds of race, color, or national origin in consideration for an award.

The City strictly prohibits unlawful discrimination based on an individual’s gender (regardless of gender identity or gender expression), race, color, religion, creed, national origin, ancestry, age 40 years or older, marital status, disability, sexual orientation, genetic information, or other characteristics protected by law. For the purpose of this policy “sexual orientation” means a person’s actual or perceived orientation toward heterosexuality, homosexuality, and bisexuality.

The City also strictly prohibits unlawful harassment in the workplace, including sexual harassment. Further, the City strictly prohibits unlawful retaliation against a person who engages in protected activity. Protected activity includes an employee complaining that he or she has been discriminated against in violation of the above policy or participating in an employment discrimination proceeding.

The City requires its Contractors to comply with the City’s policy for equal employment opportunity and to prohibit unlawful discrimination, harassment and retaliation. This requirement applies to all third-party Contractors and their subcontractors/subconsultants at every tier.

Public Viewing Copy: The City is a governmental entity subject to the Colorado Open Records Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject to public disclosure by the City pursuant to CORA and City ordinances. Professionals may submit one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of the proposal, Professionals may redact text and/or data that it deems confidential or proprietary pursuant to CORA. All pricing will be considered public records subject to disclosure under CORA and as such pricing cannot be redacted from the “FOR PUBLIC VIEWING” version of the proposal. Failure to provide a public viewing copy will be considered a waiver of any claim of confidentiality under CORA without regard to how the applicant’s proposal or certain pages of the proposal are marked confidential, proprietary, or similar. Such statement does not necessarily exempt such documentation from public disclosure if required by CORA, by order of a court of appropriate jurisdiction, or other applicable law. Generally, under CORA, trade secrets & proprietary data, confidential commercial/financial information and, personally identifiable information (PII) may not be disclosed by the City. Proposals may not be marked “Confidential” or ‘Proprietary’ in their entirety. By responding to this RFP, Professionals hereby waives any and all claims for damages against the City for the City’s good faith compliance with CORA. All provisions and pricing of any contract resulting from this request for proposal will be public information.

Contractors Registration: The City requires new Contractors receiving awards from the City to submit IRS form W-9 and requires all Contractors to accept Direct Deposit (Electronic) payment. If needed, the W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website under Vendor Reference Documents. Please do not submit these documents with your proposal, however, if you take exception to participating in Direct Deposit (Electronic) payments please clearly note such in your proposal as an exception.

The City may waive the requirement to participate in Direct Deposit (Electronic) payments at its sole discretion.

Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision-making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has https://www.fortcollins.gov/Business/Bids-and-Contracts

RFP 10314 Transfort Maintenance Facility HVAC Improvements CM/GC Page 3 of 177 or is seeking to do business with the City of Fort Collins is prohibited.

Collusive or Sham Proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal.

The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities.

Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow other state and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in the current term or in any future terms.

The selected Contractor shall be required to sign the City’s Agreement prior to commencing services (see sample attached to this document).

Sincerely, Jake Rector Interim Purchasing Director

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1. BACKGROUND & OBJECTIVE / OVERVIEW

A. Objective The City of Fort Collins is requesting proposals from qualified CM/GC Contractors for construction management and general contracting services for the Transfort Maintenance Facility HVAC and gas detection improvements project.

B. Background The Transfort Maintenance Facility (TMF) was constructed in 1985, is approximately 60,000 square feet in size, and was built to maintain the City of Fort Collins (City) bus fleet that serves the City’s public transportation needs. The facility maintains and fuels City buses and operates nearly twenty-four (24) hours a day and six (6) days a week.

Bus fuel types include diesel, Compressed Natural Gas (CNG), and Battery Electric Buses

(BEB).

For staff safety a gas detection and gas exhaust ventilation system was installed several years ago, however, the facility is currently not in compliance with NFPA 52 (Vehicular Natural Gas Fuel Systems Code). The addition of BEBs to the fleet has added additional compliance challenges.

The building heating and ventilation system is original to the building and is in need of replacement. The goal for this project is to replace the TMF facility heating and ventilation system, modify the fire suppression system, replace the Building Automation System (BAS) and replace the building gas detection system that is compliant with NFPA 52.

A design for replacing these systems was complete (See attached Exhibit A – Project Plan Set and Exhibit B – Section 011000 Summary of Work), however, the previous advertisement for bids exceeded the funds available for the project. After consulting with the design team and the commissioning team for value engineering options, the collective team was able to reach the conclusion that revising the design and reducing the scope to within the budget would be best accomplished by advertising for a Contractor to work with the City and design/ commissioning teams to revise the design to stay within the available budget. See attached Exhibit C – Value Engineering Memo for value engineering ideas completed so far.

Poudre Fire Authority (PFA) and City of Fort Collins permits have been issued (250326001 and B2409466). Upon completion of the redesign the Owner project manager will submit the revised design for resubmittal. All permits will be acquired by the Contractor and fees will be paid by the City.

The project uses Federal Funding and must comply with Davis Bacon wages and all other flow down model contract clauses in the sample Agreement attached.

2. SCOPE OF PROPOSAL

A. Scope of Work Preconstruction and construction services of the TMF heating and ventilation systems, gas detection and fire suppression systems.

B. Deliverables/Milestones

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1. Summary:

The Contractor will join the City and the design teams for the re-design effort for the project at approximately 30% to provide comments on constructability and cost to help guide the project to a design that is within budget and to establish a Guaranteed Maximum Price (GMP) for the project.

The Contractor shall development a schedule that includes any required procurement, modifications to the existing building, and all construction per the design. During construction the TMF facility will be required to maintain operations to maintain the fleet so that public transportation operates without disruption. Coordination with TMF staff for the development of this schedule during re-design and construction is critical.

It is anticipated that there will be a period of time that the current gas detection and heating and ventilation system will be offline while new systems are being installed. To maintain staff safety and adequate ventilation of the shop this scope of work will need to be completed at a time when exterior temperatures are favorable to keep garage bay doors open to ventilate the shop manually with temporary fans.

The completed project shall provide the TMF facility with a new heating and ventilation system, new BAS, new gas detection system for CNG and BEBs, and relocation of all required electrical to be below the classified zone at the ceiling for lighter than air fuels.

2. Preconstruction Support Services

a. Provide designated representative(s) to participate in the design effort, which will begin upon execution of the Preconstruction Support Services Work Order.

b. The Contractor is required to bring the following skills, knowledge and expertise during the Preconstruction Support Services phase of the project. The following are minimum requirements:

i. The skills and knowledge to estimate quantities of materials, labor and equipment, means & methods needed to construct the project

ii. The skills and knowledge to determine the task/work breakdown structure needed to complete the project and estimate the cost, duration, and sequence of these tasks

iii. Understanding of the availability, cost, and suitability of materials, labor and equipment

iv. The skills and knowledge to identify potential risks (including cost risks), and methods to mitigate them during the design process

v. The skills and knowledge to coordinate project work with utilities and stakeholders

vi. The skills and knowledge to develop strategies for hazardous materials management

vii. The skills and knowledge to understand and inform the team regarding the construction impacts

viii. The skills and knowledge to provide initial scheduling information and proposed durations

ix. The skills and knowledge to provide initial list of sub-contractor pricing and materials input

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Design Reviews (collaborative design development): Participate in an estimated three

(3) formal design reviews. For each review, the Contractor may be asked to perform any or all of the following tasks:

i. Provide constructability reviews

ii. Develop construction schedules

iii. Provide construction cost estimates at strategic times in the design process.

Estimates should be conducted at the end of 50%, 90% CD Design for initial GMP, and 100% CD for final GMP. Estimates should be conducted in-house, minimizing engagement with the subcontractor community as feasible.

Contractor will have the in-house capability to perform detailed estimates based on past experiences with minimal subcontractor input

iv. Perform a risk assessment in terms of cost, quality and schedule

v. Provide value engineering to reduce risk, cost and schedule

vi. Engage and coordinate with stakeholders and design team

3. Construction Requirements Contractor shall be responsible to:

a. Provide construction services according to the Agreement and contract documents.

b. Provide qualified full-time site supervision and management of trade subcontractors to meet or exceed the defined project schedule.

c. Provide open procurement of subcontractors and suppliers. A minimum of three

(3) quotes are required for the subcontractor procurement process unless otherwise approved by the City Project Manager. At the City’s approval, subcontractors may be selected without receipt of 3 quotes and prior to the price negotiation process if the subcontractor’s early involvement adds value to the project through constructability reviews, phase planning, or other factors identified by the project team. In these cases, subcontractor’s costs must still be validated to be fair and reasonable and be determined to be an overall value-add to the City and project.

d. Provide stormwater management and Best Management Practice (BMP) maintenance for the site complying with State and County regulations.

i. The Stormwater Criteria forms are available at:

https://www.fcgov.com/utilities/business/builders-and-developers/development-forms-guidelines-regulations/stormwater-criteria

e. Provide site security and protection during construction. Provide all site safety management and compliance with Occupational Safety and Health Administration (OSHA) standards and criteria. Implement a site safety program that is reported on regularly.

f. Implement the City’s quality control program which is established to ensure a quality finished product. Coordinate a three phases of the program as necessary to meet with trades and ensure they understand our quality standards. Perform all quality control testing and inspections in coordination with the City’s consultants.

All such tests and inspections shall be subject to the City written review and approval.

https://www.fcgov.com/utilities/business/builders-and-developers/development-forms-guidelines-regulations/stormwater-criteria https://www.fcgov.com/utilities/business/builders-and-developers/development-forms-guidelines-regulations/stormwater-criteria

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g. Meet all licensing requirements as set forth by the City of Fort Collins for both Contractor performed and subcontracted work.

h. Provide services to manage participation in the City’s project close out procedures and coordinate trades to correct any issues during the project warranty phase.

i. The Contractor team used for the RFP interview will be the same team used on the project by the Contractor. If at any time, the City determines the Contractor’s construction team has been changed without approval by the City, the City reserves the right to terminate the contract and procure the construction of the project by other means.

j. At any time, if the City determines that personnel on the construction team is not fit to continue, the City reserves the right to request personnel change as needed.

k. The City of Fort Collins has developed a Building Design and Construction Standards Manual. Design will follow these standards unless exempted by the City. This manual is available on-line and can be viewed at:

http://www.fcgov.com/opserv/design-standards.php

l. All final construction work must comply with the latest adopted Americans with Disabilities Act (ADA) as detailed at https://www.ada.gov/

m. Required to adhere to the City of Fort Collins Dust Prevention and Control Manual. The manual is available at https://www.fcgov.com/airquality/pdf/dust-prevention-and-control-manual.pdf

n. Required to fill out City of Fort Collins Waste Management Plan Form.

i. The Plan form is available at:

https://www.fcgov.com/recycling/files/construction-waste-management-plan.pdf.

ii. Contractor will not receive final payment until this has been completed and returned with back-up.

o. Required to provide dumpsters for recycling and to coordinate the location of dumpster(s) with the City personnel before construction begins.

p. Required to complete all forms for the Quality Assurance / Quality Control (QA/QC) plan. This work must be coordinated with the City of Fort Collins appropriate personnel. The Quality Control Plan is available on-line and can be viewed at: https://www.fcgov.com/opserv/pdf/dsgnstnds/qa-qc-plan.pdf.

q. Any damage caused to the existing buildings, parking lot, site, & landscaping through access to the construction area will be at the Contractor’s expense to repair the damaged area to existing conditions before the damage occurred.

r. Ensure a clean and safe work site at all times.

s. Required to pull all appropriate State, County, and Fire permits.

t. Required to coordinate all necessary Larimer County building inspections.

u. Required to coordinate all special inspections with the Larimer County building inspector. Contact information will be provided to the Contractor prior to work beginning.

http://www.fcgov.com/opserv/design-standards.php https://www.ada.gov/ https://www.fcgov.com/airquality/pdf/dust-prevention-and-control-manual.pdf https://www.fcgov.com/airquality/pdf/dust-prevention-and-control-manual.pdf https://www.fcgov.com/recycling/files/construction-waste-management-plan.pdf https://www.fcgov.com/recycling/files/construction-waste-management-plan.pdf https://www.fcgov.com/opserv/pdf/dsgnstnds/qa-qc-plan.pdf

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v. Responsible, upon completion of the job, to issue the City of Fort Collins a Certificate of Occupancy/Letter of Completion before final payment is issued.

w. Required to Install all infrastructure/rough-in work associated with IT and Controls.

i. City-provided IT Contractor will pull wires and complete the data work associated with the project.

ii. Required to coordinate with the City of Fort Collins IT Department and controls for scheduling of the installation of data cabling and Access Control.

All data drops will require ¾” conduit stubbed above the ceiling with pull string. If the ceiling is exposed to the structure, the Contractor will be required to run the ¾” conduit, and pull string, back to the IT closet through the walls.

4. SPECIAL INTERFACES

a. RENEWABLE RESOURCES:

The City of Fort Collins has been working with Geo Energy and photovoltaic systems at other municipal buildings and will want to consider these with this project if applicable.

b. COMMISSIONING:

The City of Fort Collins will provide the commissioning firm and the design team will be asked to coordinate the design and construction with this commissioning agent.

c. TESTING SERVICES:

The City of Fort Collins will be responsible, by separate contract for all the testing services (geo-tech, soils, concrete, asphalt, structural steel, etc.). It is intended the design team will assist in the coordination of this effort.

d. COMMUNICATION WORK:

Design team will be responsible for the design of conduit & raceways for communication (telephone and computer cabling) and Security

e. PROJECT MANAGEMENT SOFTWARE:

The City of Fort Collins uses Procore for its project management software. The Contractor will be given credentials to the City Procore account and will be required to manage all drawings, specifications, directory, workflows, submittals, Requests For Information (RFI), meeting minutes, schedule, and progress photos through the City Procore account.

C. Key Areas of Responsibility and Owner Expectations Contractor will work with the Owner design team and commissioning team. Provide project constructability comments and pricing at each level of design. Manage the project through construction. Work with TMF staff to keep the facility open and safe for everyday facility operation during construction to completion.

Owner Expectations:

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Partnering The City and Design Team expect a partnering relationship with the selected Contractor.

A formal Partnering Session may be held with the selected Contractor and City team members, Architect, and Engineers soon after the selection process is completed. The City expects an environment where trust and teamwork prevent disputes, foster a cooperative bond to everyone’s benefit, and facilitate the completion of a successful project. Traditional adversarial relationships between the project participants are not an acceptable way of doing business on this project.

Key Staff The Contractor will commit key staff members to manage the project through attendance of weekly project meetings; preparation of RFIs; management of subcontractors, schedule, quality and cost. Key staff members for this project are expected to include a project manager, superintendent and possibly a field engineer. If key staff are removed from this project without City approval, the City reserves the right to terminate the Contract. The Contractor will request approval for any changes in staffing if they will differ from those identified in the proposal.

Communication The Contractor will provide open and honest communication related to project activities including subcontractor performance, cost control, schedule control, budget and quality issues as they may arise. The Contractor will communicate directly through the established chain of command which may involve working directly with, receiving direction from, and coordinating with City assigned personnel.

Contract Management The Contractor will participate in contract management such that pay applications, work change directives, change orders, RFIs and other documents are managed timely and effectively to avoid delays in project delivery. The Contractor will work with its Project Manager to gain approval and processing of these documents in a coordinated fashion.

The Contractor will submit weekly certified payroll reports using the U.S. Department of Labor (DOL) Payroll Form WH-347 or an equivalent format. Certified payroll reports should detail the worker's name, identification number, specific job classification, daily and weekly hours worked, total gross wages earned, itemized deductions, and fringe benefits. Contractor will be responsible for gathering all subcontractor documents.

Performance Standard The Contractor will perform to a standard that exceeds industry accepted parameters.

Services and Construction Agreements, and Work Order Process The Contractor is required to sign the City’s Services Agreement Work Order-type, similar to the sample Agreement found in Section 8. Based on this Agreement, a Work Order for the pre-construction Work will be issued. The pre-construction services shall include (at minimum) review of designs for constructability, review of site layout and grading, estimating cost of different options, alternatives and components, providing opinions and recommendations on suitable methods and approaches to accomplish the work, offer value engineering suggestions to accomplish the desired objectives in the most cost effective manner possible, and provide the team with up to date on-going cost status of the current project design.

Upon completion of the pre-construction services, the Contractor will be required to sign a Construction Work Order. A sample construction Work Order is included in Section 8.

https://www.dol.gov/agencies/whd/forms/wh347

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The construction services shall include (at minimum) full time site supervision when trades are working, stormwater management and permitting of the project site, site protection and security during construction, procurement of all subcontractors and suppliers to complete construction, project sequencing and scheduling of manpower, materials and equipment, project safety enforcement, management of quality control, management of testing, management of surveying, and management of project close-out. The Work Order for construction services will be awarded at approximately 95% design completion based on the Contractor’s satisfactory performance under the pre-construction services Work Order.

D. Minimum Qualifications Contractors must have relevant experience for replacing HVAC and gas detection systems in the last 5 years and must carry a Fort Collins General Contractor’s license appropriate for the scope of work.

Contractor must have experience providing CM/GC services for a federally funded project.

E. Anticipated Schedule The following represents the City’s target schedule for the RFP. The City reserves the right to amend the target schedule at any time.

• RFP issuance: July 22, 2026

• Pre-Proposal Meeting: 1:00 PM MT on July 30, 2026

• Question deadline: 3:00 PM MT on August 11, 2026

• Final Addendum Issued: August 14, 2026

• Proposal due date: 3:00 PM MT on August 20, 2026

• Interviews (tentative): Week of August 31, 2026

• Award of Contract (tentative): Week of September 7, 2026

F. Budget The Construction budget for this project is limited to a maximum of $6,000,000, therefore Contractors are invited to submit proposals with the tasks prioritized to aid the City in working together with the selected firm to identify and implement core tasks within the budget available for this project. This project is federally funded and must comply with federal requirements and Davis Bacon wage rates.

G. Construction Contract Price Negotiations When the City, the design team, and the Contractor agree that the project has been designed to a sufficient level of detail to allow the Contractor to accurately price construction elements of the project, Construction Contract Price Negotiations (price negotiations) will commence. This milestone is typically reached at 95% CD’s (permit drawings). In order to expedite the project, price negotiations may start before the completion of the Preconstruction Support Services. The Contractor will be compensated for construction cost estimates prepared during the design process prior to price negotiations by their pre-construction services fee. The Contractor’s work effort for GMP price negotiations is considered part of Preconstruction Support Services Work Order.

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At the City’s discretion, the City may develop an independent construction cost estimate for the work or may engage an independent third party to perform the construction cost estimate to better inform their review of the Contractor’s proposed GMP. The City will determine when price negotiations have begun and will conclude with the establishment of a Guaranteed Maximum Price (GMP) Construction Work Order agreement. Actual construction costs will be tracked through construction, and if cost savings are realized, the savings will be passed to the City in full. The Construction Work Order agreement will incorporate general conditions using the General Conditions of the Construction Contract prepared by the Engineers Joint Contract Document Committee (EJCDC) and other provisions in accordance with the City’s construction contract requirements.

a. Price Negotiation Process: The following procedures will be used for

Construction Contract Price Negotiations.

i. In collaboration with the Contractor, the designer will produce a set of the relevant plans and specifications, showing the work to be accomplished. The plans will also show all work accomplished under any previous construction packages.

ii. At 90% CD’s the Contractor will prepare a price to perform the work. The price(s) may include detailed unit line item pricing or lump sum items as appropriate but will include a minimum of 3 quotes for all subcontracted work unless otherwise approved by the City.

iii. Upon reviewing the Contractor’s price for the City will determine its acceptability by comparing it to its independent construction cost estimate (internal or 3rd party), by reviewing the competitive quotes, or employing other factors as determined to be in the best interests of the project.

iv. If the City determines the price is acceptable, the City will prepare a Work Order for construction services. If a previous Work Order for construction services had been entered into, this work may be added to that contract by change order.

v. If the price is not acceptable, the City and the Contractor will conduct a price negotiation meeting to discuss the variances between the price and independent construction cost estimates, or other factors that led to its unacceptability.

vi. Following the price negotiation meeting the Construction Contract Negotiations will enter subsequent iterations of the above noted process.

vii. The City reserves the right to require the Contractor to enter into “open book” cost model price negotiations at any time through this process, where the Contractor will be required to reveal and defend its detailed pricing breakdowns including labor, materials, equipment, subcontractor and supplier quotes, mobilization, overhead, mark-up, and profit. The contractor shall share quotes for materials and equipment they will provide if not furnished by a Trades contractor. Only the agreed upon fee can be added to these cost. If the Contractor plans to use equipment from their fleet the rates shale be comparable to those from a rental yard. See below for the City’s “open book” negotiation requirements.

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viii. At any time, if the City determines that an agreement cannot be successfully negotiated, the City reserves the right to end Construction Contract Cost Negotiations and procure the construction of the project by other means. If the City then offers the project up for public bids, the Contractor will not be eligible to bid on the project.

b. “Open Book” Negotiations Process: Negotiations may require any or all of the following information.

The Contractor will submit information as requested by the City, to the extent necessary to permit the City to determine the reasonableness of the construction price. The Contractor shall provide cost or pricing data, broken down by individual work item, for the Contractor and each subcontractor.

Submit material and subcontractor quotes, anticipated labor, operator and equipment usage, and anticipated production rates.

If requested, submit a written proposal for the work identifying the major elements of the work, the quantity of the element, and its contribution to the proposed price. Provide further breakdowns if requested by the City:

• Material: Furnish quotes and/or material invoices showing the cost of material to be incorporated in the work.

• Labor: Show basic hourly rates, fringe benefits, applicable payroll costs (workers compensation, insurance, etc.) paid subsistence, and travel costs for each labor classification and foreman employed in the work. All labor rates will be in accordance with the federal wage determination schedule included in the Contract.

• Equipment: Provide a complete descriptive listing of equipment to be used in the work including make, model and year of manufacture. Support rented or leased equipment costs with invoices

• Other direct costs: Furnish documentation of invoices to support any other direct costs to be incurred that are not included above (e.g., bonds, mobilization, permits, etc.)

• Production Rates: Provide actual hours of performance, on a daily basis, for each labor classification and for each piece of equipment.

• Subcontract Costs: Provide supporting data as required above.

• Overhead: Identify overhead rates and list the types of costs that are included in overhead.

• Profit: Include a reasonable profit reflecting the efficiency and economy of the CM/GC and subcontractors in performing the work, the contract risk type, the work difficulty, and management effectiveness.

• Markup: List any markup cost for subcontractors or other items. Provide backup information as requested for a breakdown and justification of markup expenses.

This open book negotiation process does not stop with the GMP. It shall continue throughout the project and be part of the process for change orders, etc.

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H. Interviews In addition to submitting a written proposal, the top-rated Contractors may be interviewed by the RFP assessment team and asked to participate in an oral presentation to provide an overview of the company, approach to the project and to address questions. The evaluation criteria for oral interviews will be the same as the criteria writtentten evaluations and is included in Section 4.

Instead of traditional in-person interviews for the optional interview session, the City may opt to use alternate methods including but not limited to remote interviews through a platform such as Microsoft Teams.

I. Subcontractors/Subconsultants Contractor will be responsible for identifying any subcontractors and/or subconsultants in their proposal. Please note that the City will contract solely with the awarded Contractor;

therefore, subcontractors and/or subconsultants will be the responsibility of the Contractor.

J. Financial Qualifications (CONFIDENTIAL) Contractors selected as finalists may be required to submit a banking reference and the most recent financial statement (audited preferred) including balance sheet and income statement, as well as a statement of cash flows (the “Financial Information”).

K. Current standards All work and/or materials must meet current standards in force by recognized technical and professional societies, trade and materials supply associations, institutes and organizations, bureaus and testing laboratories, and national, federal, state, county, and local laws, codes and ordinances.

L. Fees, Licenses, Permits The successful Contractor shall be responsible for obtaining any necessary licenses, fees or permits without additional expense to the City. All vehicles and equipment shall be properly licensed and insured, carry the appropriate permits and be placarded as required by law.

M. Laws and Regulations The Contractor agrees to comply fully with all applicable local, State of Colorado and Federal laws and regulations and municipal ordinances to include American Disabilities Act (ADA).

N. Work Orders The awarded Contractor(s) will be required to sign the City’s Work Order Type Agreement, a sample of which is attached as Section 8 for reference purposes. In the event that the City has agreements with multiple Contractors for the Work, the City reserves the right to request proposals for individual Work Order assignments from the awarded Contractors or assign Work Orders directly to a Contractor at its sole discretion. Selection for individual Work Orders may be based on, but not limited to, availability, approach, prior experience, firm capability, and cost.

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Individual Work assignments will be requested and agreed to utilizing the City’s Work Order (included in the Agreement). Each Work Order must include a start and completion date, total cost and a Scope of Work. Subsequent supporting documentation pages may include a project schedule, deliverables, hours, cost detail supporting total cost, and personnel details. Fees outlined in the Work Order will conform with those stated in the Agreement.

No Work Order over $7,500 will be considered valid until signed, at a minimum, by the Contractor, project manager and Purchasing Department representative. Depending on the cost and nature of the Work, additional signature authorization may be required. Any changes to the dates, cost or scope of any Work Order must be agreed upon in writing utilizing the City’s Change Order (included in the Agreement) and will not be considered valid until signed, at a minimum, by the Contractor, project manager and Purchasing Department representative.

O. Invoicing and Payment Invoices and/or pay applications should be emailed monthly to invoices@fortcollins.gov with a copy to the Project Manager. The cost of the work completed shall be paid to the Contractor each month following the submittal of a correct invoice by the Contractor indicating the project name, Purchase Order number, task description, hours worked, personnel/work type category, hourly rate for each employee/work type category, date of the work performed specific to the task, percentage of that work that has been completed by task, 3rd party supporting documentation with the same detail and a brief progress report.

Payments will be made using the prices stated in the Work Order and Agreement. In the event a service is requested which is not stated in the Work Order and/or Agreement, the Contractor and the City will negotiate an appropriate unit price for the service prior to the Contractor initiating such work.

The City pays invoices on Net 30 terms.

3. PROPOSAL SUBMITTAL

Please limit the total length of your proposal to a maximum of fifty (50) 8 ½ x 11” pages (excluding cover pages, table of contents, dividers and Acknowledgement form). Font shall be a minimum of 10 Arial and margins are limited to no less than .5” for sides and top/bottom.

Extended page sizes, such as 11” x 17”, count as a single page and may be used for detailed pricing. Links to other files or websites shall not be permitted. Proposals that do not conform to these requirements may be rejected.

Contractors are required to provide detailed written responses to the following items in the order outlined below. The responses shall be considered technical offers of what Contractors propose to provide and shall be incorporated in the contract award as deemed appropriate by the City. A proposal that does not include all the information required may be deemed non-responsive and subject to rejection.

Responses must include all the items in the order listed below. It is suggested that the Contractors include each of the City’s questions with their response.

The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal.

A. Cover Letter / Executive Summary mailto:invoices@fortcollins.gov

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The Executive Summary should highlight the content of the proposal and features of the program offered, including a general description of the program and any unique aspects or benefits provided by your firm.

Indicate your availability to participate in the interviews/demonstrations on the proposed dates as stated in the Schedule section.

B. Contractor Information

1. Describe the Contractor’s business and background

2. Number of years in the business

3. Details about ownership

4. An overview of services offered and qualifications

5. Size of the firm

6. Location(s) of offices. If multiple, please identify which will be the primary for our account.

7. Primary contact information for the company including contact name(s) and title(s), mailing address(s), phone number(s), and email address(s).

8. Provide general contracting licenses held by firm

C. Contractor Scope of Proposal Provide a detailed narrative of the services proposed if awarded the contract per the scope above. The narrative should include any options that may be beneficial for the City to consider.

1. Construction Sequencing and Scheduling

Describe the way in which your firm develops and maintains project schedules for projects of this size and nature.

Describe your process and frequency for updating project schedules and how your firm works to overcome challenges and works to maintain the original completion date. Submit an example of a project schedule for a similar size project.

2. Method of Construction Submit a written narrative explaining your approach to the project and achievement of the project goals. Provide an estimate for the percent of the construction project you plan to self-perform.

3. Project Budget and Cost Control

a. Describe your approach to developing cost estimates through pre-construction.

b. Describe your approach to developing value engineering ideas through construction delivery to enhance the work product while potentially saving cost.

c. Describe how the delivery schedule outlined in Section I. B. above affects your approach to pricing.

d. Describe your approach to be transparent or open book when developing a cost for this project in cooperation with the project team.

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4. Approach to GMP Negotiation Describe in detail how your firm uses the markups, Contractor General Conditions and direct cost of work to develop the GMP for the project. The City anticipates working with the Contractor to develop this cost for all known quantities of the project. For unknown circumstances, the City anticipates negotiating allowances or contingencies to complete the work. The final project cost will be established as a GMP including a detailed bid schedule.

D. Firm Capability and Assigned Personnel

1. Partnering Experience

Describe at least 3 projects completed by your firm in the past 5 years where partnering was formally implemented. Provide a list of key staff who participated in these projects and their roles. Describe in detail what Partnering means to your firm and how it is integral to your business operations.

2. Company Resources Indicate the total number of personnel employed by the company and how many resources are in each category (e.g. Administration, Clerical, Estimating, Project Management, Project Coordinator, Project Engineer, Superintendent, Foreman, Carpenter, Laborer, etc.) Provide an organizational chart for the resources proposed to be used on this project. Indicate the office location this project will be managed through. Provide a full list of equipment owned and managed by the firm.

3. Profile Projects Provide a brief project description and history of no more than 5 projects, similar in scope to this project, completed in the last 5 years. Include the following information:

a. Project description that includes the project name, firms that comprised the design team, and site location. Please include pictures of the work completed.

b. Project history that includes the original schedule agreed upon at the time of signing the contract, the actual duration of construction, and any special characteristics of the project that affected delivery.

c. Type of project delivery model used.

d. Original contract cost.

e. Cost at completion.

f. Original contract time and actual completion time.

Provide a brief discussion of any unusual factors that affected the project delivery (e.g. owner-initiated delays, additions to the work, etc.). Provide both an owner reference and consulting engineer/architect reference for cited projects, including name, contact name, email address and phone number.

4. Trade Subcontractors Provide a listing of subcontractors for major trades your firm plans to engage to meet the three-bid requirement. Explain your relationship with these firms, how long they have worked with you on projects, and how your subcontractor procurement process works. Give examples of situations where these firms have performed to tight timeframes and accelerated schedules.

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5. Quality Assurance/Quality Control Provide details on your firm’s quality control program. Explain how your team administers a quality control program during construction, how performance measures are documented and how quality issues are addressed.

Provide examples of when your firm exceeded quality standards, gained industry recognition or received quality awards.

6. Insurance Company Provide the name, address and phone number of the firm’s insurance agent(s).

Provide statements to answer the following questions. (See also Insurance Requirements in Section 8. Sample Agreement).

a. Does coverage meet minimum project requirements?

b. Does coverage include builder’s risk?

c. Can this coverage be extended for work on this project?

d. Can coverage be increased?

e. Can the City be listed as an additional insured?

f. Are there any current claims that will affect coverage limits available for this project?

7. Key Project Staffing

Provide the names and resumes of proposed key project staff, including proposed project manager and construction project superintendent. Detail the availability of proposed staff. (Note: key personnel must be committed to this project for its duration, unless excused by the City. This requirement is non-negotiable.)

E. Sustainability/TBL Methodology In concise terms (no more than one (1) page), please describe your organization’s commitment to sustainability and supporting values.

Each element of the TBL sustainability criteria will receive equal consideration in determining the final Sustainability/TBL score.

1. Address how your firm strives to incorporate all three aspects (social, environmental, and economic) of Triple Bottom Line (TBL) sustainable practices into the workplace. Provide examples along with any metrics used to measure success within your firm.

2. Also provide examples of how your firm has incorporated all three aspects of TBL sustainable practices in previous similar projects on which your firm has been the prime Contractor.

Some examples are provided below:

a. Environmental – Experience delivering projects / programs focused on environmental health priorities in the areas of climate resiliency, water quality and watershed protection, regulatory performance, management systems, air quality, renewable energy, sustainable building and design, construction materials management, and solid waste reduction.

b. Economic – Experience working and delivering projects with an emphasis

RFP 10314 Transfort Maintenance Facility HVAC Improvements CM/GC Page 18 of 177 on strategic financial planning, job creation, business development, asset management, various project delivery methods, value engineering, regional partnerships, transparency, stakeholder engagement, strategic investments, aging infrastructure, repurposing of existing facilities, and competing financial priorities.

c. Social - Experience working and delivering projects, programs, and/or initiatives that support Equity, Diversity, and Inclusion throughout your firm’s workplace, including leadership, and supply chain. Examples of this may be demonstration of working within cultural and language gaps, development of diversity programs, diverse project teams, equitable opportunity vendor supply chain, and how your firm has applied an equity lens to processes such as recruitment, hiring, purchasing, career pathways, salaries, and staff engagement.

F. Contractor Costs Complete Section 7 Contractor Cost Proposal, providing all construction cost factors that will be used to develop the cost of work. The following shall be provided:

a. Work Order I (Pre-Construction) Services:

1. Cost estimate for pre-construction services.

A. Provide a separate lump sum, not to exceed, cost for your involvement to complete pre-construction services, including meetings, cost estimating, value engineering and…