biddoc.pdf

REQUEST FOR PROPOSALS

CENTENNIAL FIELD 5 RENOVATION

RFP # 2026-051

JULY 17, 2026

NOTICE TO PROPOSERS

The City of Loveland, Colorado (“City”) is requesting sealed proposals to provide Renovation Services for Centennial Field #5. Proposals must be received electronically at http://bidnetdirect.com//city-of-loveland or on or before 2:00 p.m. Mountain Time (“MT”) on Thursday, August 13, 2026, at which time they will be recorded, but not publicly opened.

No bids will be considered which have not been received by the deadline set forth above. The City is not responsible for delays occasioned by the internet, outages of service, or any other electronic delay.

The RFP is available at www.bidnetdirect.com. If you are not registered with BidNet, please visit their website and select “Vendor Registration,” or call 800-835-4603. There is a free registration option available for inquiry.

The project is funded by the City of Loveland. The procurement, contracting, administration, and project close-out will follow the City of Loveland’s purchasing requirements.

The City will hold a Mandatory pre-submittal meeting on Monday, August 3, 2026 at 10:00 am MT at the Centennial Park entrance, 977 W. 1st St. Loveland, Colorado, to allow proposers an opportunity to ask questions prior to the submission of proposals. Proposals may not be submitted without being represented at the meeting.

Questions concerning the RFP shall be submitted at www.bidnetdirect.com//city-of-loveland. The deadline for questions is 5 p.m. (MT), Thursday, August 6, 2026. All questions and responses will be furnished in an addendum provided to all Proposers no later than 5:00 p.m. (MT) on Friday, August 7, 2026.

Notice of Non-Discrimination

The City of Loveland is committed to providing an equal opportunity for services, programs and activities and does not discriminate on the basis of disability, race, age, color, national origin, religion, or sex. For more information on non-discrimination or for translation assistance, contact the City’s Title VI Coordinator at TitleSix@cityofloveland.org or (970) 962-2372. The City will make reasonable accommodations for Proposers in accordance with the Americans with Disabilities Act (ADA). For more information on ADA or accommodations, contact the City’s ADA Coordinator at ADACoordinator@cityofloveland.org or (970) 962-3319.

La Ciudad de Loveland está comprometida a proporcionar la igualdad de oportunidades para los servicios, programas y actividades y no discriminar por motivos de discapacidad, raza, edad, color, origen nacional, religión, o sexo. Para más información sobre la no discriminación o para asistencia en traducción, contacte al Coordinador de Título VI de la Ciudad al TitleSix@cityofloveland.org o al (970) 962-2372. La Ciudad realizará acomodaciones razonables para los Proponentes de acuerdo con la Ley de Estadounidenses con Discapacidades (ADA).

Para más información sobre la ADA o alguna acomodación, contacte al Coordinador de ADA de la Ciudad: ADACoordinator@cityofloveland.org o al (970) 962-3319.

http://bidnetdirect.com/city-of-loveland http://www.bidnetdirect.com/

COLORADO OPEN RECORDS ACT NOTIFICATION

The City of Loveland is subject to section 24-72-201 et seq. of the Colorado Revised Statutes, the Colorado Open Records Act. If a proposer objects to the disclosure of any confidential or privileged information as such is defined in the Colorado Open Records Act, any such pages must be marked confidential and submitted as outlined below in the Submittal Instructions.

Project Background and Purpose:

The Centennial Ballfield Complex was built over an abandoned landfill. Over time, the fields sink and heave due to the unstable ground below. The renovation of Field #5 will make it safer for players, and a more enjoyable playing experience.

Project Scope of Services:

From the backstop behind home plate to the lip of the outfield, the existing infield material, including the grass, is to be removed to a depth of six (6) inches in grass areas and two (2) inches in infield material areas. New material is to be added, packed, and laser graded. The grass that is currently defining the infield/outfield lip will be removed, and the area will be prepped for seed to create a distinct line between infield and outfield. The irrigation heads that are currently along the lip area will be removed before removal of material, then replaced when new material has been added.

1- Materials:

-Gold infield mix with stabilizer field conditioner added

2- Responsibilities:

-The Contractor will haul away all waste materials.

-The City will provide five (5) sets of base anchors, bases, home plate, pitching rubber(s) and seed for seeding of new grass. First (1st) base anchors will be safety base anchors.

Submittal Instructions and Conditions

1. All Proposers shall comply with the requirements, conditions, and specifications contained within this RFP. Failure to do so may result in rejection of the proposal.

2. A representative of the proposing company who has contractual authority must sign the proposal. Only one proposal will be accepted from any one company serving as a prime Proposer. Sub-Proposers to the prime Proposer may be included in the proposal of more than one firm.

3. All proposals must be complete, comprehensive, and professional, but it is not necessary to include expensive displays or excessive materials.

4. All costs incurred to prepare and submit the proposal shall be the Proposer’s responsibility and will not be reimbursed by the City.

5. In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, revisions/amendments and/or supplements will be posted at http://www.bidnetdirect.com/colorado. The schedule above lists the deadline for submission of questions and the expected date of responses from the City. It shall be the responsibility of the proposers to monitor http://www.bidnetdirect.com/colorado for any such postings.

6. Pursuant to the Colorado Open Records Act, C.R.S. §§ 24-72-201 et seq. (“Act”), all information contained in any bid or proposal is subject to public disclosure unless it meets one of the exceptions set forth in the Act. To avoid disclosure of trade secrets, privileged information, or confidential commercial, financial, geological, or geophysical data (“Confidential Information”), the Proposer must clearly mark all Confidential Information as http://www.bidnetdirect.com/colorado http://www.bidnetdirect.com/colorado such and provide a written, detailed justification with its proposal of the protected nature of the Confidential Information under Colorado law. Please note that objections will be considered but are not binding on the City. The Proposer acknowledges that the City is bound by the terms of the Act, and understands that the City, in its sole discretion, must make a final determination regarding disclosures in compliance with the Act and may only withhold documents that are confidential under the law.

If a Proposer fails to mark the documents confidential or fails to include the explanation, any objection to the release of any information will be deemed waived. By submitting a proposal, the Proposer agrees to hold the City harmless from any claim arising from the release of Confidential Information not clearly marked as such or lacking written, detailed justification supported by Colorado law.

If the City releases documents marked as confidential in compliance with the Act, the Proposer waives any claims for liability or damages.

For documents marked confidential that the City has withheld in compliance with the Act for which the City has received a fourteen (14) day notice of intent to file with the district court from the requestor, due to the Proposer’s superior knowledge as to the nature of the confidential information, Proposer may participate in the meeting with the requestor required by Section 24-72-204(5)(a) of the Act and intervene as an interested party in any court action to defend the City and advocate for the withholding of Proposer’s own confidential information on its own behalf and at its own expense. If Proposer fails to participate in such meeting and fails to intervene as an interested party, Proposer waives any claim of confidentiality, the City may release the requested documents, and Proposer waives any claims for liability or damages for the City’s release of the documents.

7. The City shall select the proposal that is most advantageous to the City, as determined by the City in its sole discretion. The City reserves the right to reject any or all proposals and waive any informalities therein and to accept or reject any portion of the proposal if deemed to be in the best interest of the City to do so.

8. The selected Proposer will be required to execute a Services Contract with the City of Loveland as provided as an attachment to this RFP. If you cannot accept the contract language as is, please include within your proposal the items you cannot accept and the language you propose for substitution and the City will review for acceptability. All contracts will be on a unit price basis with a not-to-exceed total price.

9. Proposers shall not contact anyone regarding the RFP during the solicitation and selection process. Proposers who communicate with City staff members or elected officials regarding the RFP during the solicitation and selection shall automatically be disqualified from consideration.

10. The City has no obligation to award any work to a selected Proposer and makes no guarantees as to the amount of work that may or may not be awarded or actually performed.

11. Each proposal shall stipulate that it is predicated upon the terms and conditions of this RFP and any supplements, addendums or revisions thereof.

12. In submitting a response to this RFP, Proposer acknowledges that section 24-85-101 et seq. of the Colorado Revised Statutes and the Accessibility Standards for Individuals with a Disability, established by the Colorado Governor’s Office of Information Technology

(collectively “Accessibility Standards”), apply to delivery of any information technology under this Contract, and that Proposer’s performance shall be in compliance with Accessibility Standards. The City may, in its sole discretion, request Contractor provide details regarding Proposer's commitment to satisfying the Accessibility Standards.

13. All proposals must be received at http://bidnetdirect.com//city-of-loveland before the date and time specified in the notice page above. Any proposal arriving after the deadline will not be considered. Responsibility for timely submittal and routing of proposals prior to recording lies solely with the proposer.

Proposal Contents and Format The response to this RFP, for items described below, is limited to a maximum of thirty (30) pages, excluding front and back covers, using no smaller than ten (10)-point font. Each response should be complete yet concise and contain only the elements shown below. Please avoid submittal of extraneous and unnecessary information. Proposals that exceed thirty (30) pages will receive a reduced score.

A. Cover Letter A one page cover letter shall be provided that expresses the firm’s interest to be considered for the project and identifies the firm’s primary contact person for the project. Please provide the name, telephone number, and email address of the primary contact person. The cover letter shall be signed by a person who has contractual authority with the firm, such as a principal, partner, senior manager, or officer of the firm.

B. Relevant Project Experience Describe the firm’s experience and capabilities in providing similar services to those required, particularly projects with Municipal Governments. Be specific and identify projects, dates, and results. It will be to your benefit to provide your experience with recent projects, and to provide examples.

C. Staff Qualifications Provide brief resumes describing the educational and work experiences for each of the key staff who would be assigned to the project.

D. Timeline of Activities Provide a project plan specifying timeline, activities, and project management strategies, including the City’s roles and resource requirements.

E. Proposer References Proposers must include as a supplement to their proposal a list of references, including points of contact (name, address, email address, and telephone number), which can be used as references for work performed in the area of service required. Selected organizations may be contacted to determine the quality of work performed and personnel assigned to the project.

F. Cost Provide costs for all elements of project listed below in Scope of Work. The Cost should be a not to exceed amount for the scope of work described. If the total cost amount incurred by Proposer in performance of agreed upon scope of work subject to a Not-to-Exceed Amount is less than such Not-to-Exceed Amount, Proposer shall not be entitled to receive the difference in these amounts, or any portion thereof, and City will not be obligated to make any additional http://bidnetdirect.com/city-of-loveland payments to Proposer for such obligations. Provide a spreadsheet of cost breakdown listing tasks and proposed fees for the entire scope of the work.

Proposed Cost must include line item prices for the following items:

Installation Warranty period (two (2) years) Full warranty and post-warranty maintenance Travel related expenses Reimbursable costs (and any markup) Current rate sheet, including hourly fees for supervisors, general labor and equipment.

Additional Information about the Project_

Tentative Schedule of Events August 6, 2026 Questions are due to Project Manager

August 13,2026 Proposals are due to the City

Week of August 17, 2026 Award is made

EVALUATION CRITERIA

A. Proposer Qualification Review and Assessment

Proposals will be evaluated on the following qualification criteria. These criteria will be the basis for review of the written proposals, as well as for any oral interviews of the top ranked firms. The Proposer may be chosen based upon the Proposals or the additional step of interviews may be used if needed.

Maximum Points Qualification Standard

10 Scope of Proposal The proposal shows an understanding of the project objective and requirements included in this RFP; methodology to be used in the completion of construction and the results that are desired from the project.

15 Assigned Project Team The proposed team has the necessary skills and experience to fulfill the requirements of the project. Level of experience the key staff bring to the team. Key staff are available for this project.

15 Firm Experience Proposer has successfully completed projects similar in scope to this project in existing developed areas. Proposer has the experience necessary to successfully complete this project.

10 Firm Capability Proposer has the personnel/manpower, experience, equipment, bonding capacity, insurance, and finances to successfully complete the project.

10 Construction Performance

Referenced projects reflect favorably in respect to completion within the contract schedule, cost control, and claims.

5 Motivation A complete and accurate proposal received.

15 Cost Cost factors and billing rates presented in the proposal are reflective of industry norms.

B. Reference evaluation process (top rated Proposer)

After the top-rated Proposer is selected, the City will check references for overall performance, timetable, completeness, cost control and job knowledge of selected project references. A satisfactory/unsatisfactory rating shall be given to each reference contacted. If reference checks are positive for the top ranked Proposer, the City will work to negotiate a contract for services. If the top firm’s reference checks are not positive, then the City will refer to the second ranked Proposer to evaluate their respective references, and so on.

C. Reference Check Questionnaire

Qualification Standard Overall Performance Would you hire this Proposer again? Did their level of quality meet the project specifications and Owner needs?

Schedule Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner?

Completeness Was the Proposer responsive to client needs; did they anticipate problems? Were problems solved quickly and effectively?

Cost Control Was the original Scope of Work completed within the project budget?

Job Knowledge Did Proposer personnel exhibit the knowledge and skills necessary for the efficient completion of the scope or work?

Attachment:

Services Contract Construction Lite Addendum