biddoc.pdf

August 11, 2026

Request for Proposals

Memorial Park Gazebo Rehabilitation or

Replacement

Proposals Due:

September 22, 2026, at 5:00pm

1. Introduction

The City of Edgewater is soliciting proposals from qualified contractors and/or design-build teams for the Memorial Park Gazebo Rehabilitation or Replacement Project. The project is intended to address structural, maintenance, and code-related deficiencies identified within the existing gazebo and provide a safe, durable, accessible, and functional structure for continued public use.

The City commissioned a structural condition assessment of the existing gazebo in 2025. The assessment found the structure to be in generally good to fair condition but identified several items requiring maintenance or repair to extend the life of the structure, as well as existing elements that do not comply with current code requirements.

Through this RFP, the City is seeking proposals for either rehabilitation/repair of the existing gazebo or complete replacement of the structure. Proposers are expected to review the attached Structural Condition Assessment, evaluate existing conditions, and recommend an approach that provides the best long-term value to the City.

Regardless of whether rehabilitation/repair or replacement is proposed, the completed project shall provide an ADA-accessible gazebo, including an accessible route to and entrance into the structure, and shall comply with all applicable accessibility requirements. Proposers shall include any modifications, design, site work, or other improvements necessary to achieve accessibility as part of their proposed approach and pricing.

The Structural Condition Assessment and its repair recommendations are provided as a basis for understanding existing conditions; however, the recommendations are conceptual and are not intended to serve as construction documents.

All work shall comply with applicable ADA requirements, PROWAG where applicable, City of Edgewater specifications, applicable building codes, and other federal, state, and local requirements.

The City intends to select a proposer based on qualifications, relevant experience, proposed approach, project schedule, cost, expected longevity and maintenance needs of the proposed solution, and overall value to the City. Award will not be based solely on the lowest proposed price.

2. Project Background

Memorial Park, located at 5470 West 25th Avenue in Edgewater, Colorado, includes an existing octagonal, wood-framed gazebo that serves as a public gathering and recreational amenity within the park. The structure is approximately 18 feet 9 inches wide, with an elevated wood-framed floor, wood-framed roof, concrete caisson foundations, and three existing stair assemblies providing access to the structure.

In 2025, the City retained Martin/Martin, Inc. to conduct a structural condition assessment after observing areas of deteriorated wood and replacing several decayed floor deck members. The assessment determined that the gazebo was generally in good to fair condition, with several items requiring maintenance or repair to extend the useful life of the structure.

The assessment identified conditions including distressed floor-joist connections, deterioration of a perimeter floor beam, split framing members, and cracked and spalling concrete caisson foundations. The assessment also identified several existing elements that do not comply with current building code requirements, including conditions associated with the existing stairs and structural connections.

Based on these findings, the City is seeking a qualified contractor and/or design-build team to evaluate the existing structure and recommend either rehabilitation/repair or complete replacement of the gazebo. Regardless of the recommended approach, the completed project shall provide a safe, durable, ADA-accessible, code-compliant structure that maintains the gazebo's function as a public park amenity.

3. Scope of Work

The City of Edgewater is seeking a qualified contractor and/or design-build team to provide all labor, materials, equipment, supervision, design and engineering services, permitting, demolition, construction, installation, and other services necessary to complete the Memorial Park Gazebo Rehabilitation or Replacement Project.

Proposers shall review the attached Structural Condition Assessment, evaluate existing site and structural conditions, and propose either rehabilitation/repair of the existing gazebo or complete replacement of the structure. The proposed solution shall provide a safe, durable, code-compliant, and ADA-accessible gazebo suitable for continued use as a public park amenity.

a) Evaluation and Proposed Approach

Proposers shall:

• Review the Structural Condition Assessment and verify existing conditions during the mandatory pre-proposal walkthrough.

• Evaluate the feasibility and anticipated useful life of rehabilitating the existing gazebo compared with replacement.

• Clearly identify whether rehabilitation/repair or replacement is recommended.

• Describe the rationale for the recommended approach, including consideration of cost, useful life, durability, maintenance requirements, constructability, accessibility, and schedule.

• Identify any additional investigation, design, engineering, surveying, or other professional services necessary to complete the proposed work.

• Identify any assumptions, exclusions, allowances, or conditions upon which the proposed approach and pricing are based.

Proposers may provide an alternate approach and associated pricing if they believe both rehabilitation and replacement represent viable options for the City.

b) Rehabilitation/Repair Approach

If rehabilitation or repair of the existing gazebo is proposed, the scope shall address the deficiencies identified in the Structural Condition Assessment and any additional conditions identified by the proposer that are necessary to provide a safe, durable, code-compliant structure.

The Structural Condition Assessment identifies recommended work including replacement of one-sided floor joist connections with skewed hangers, replacement of the deteriorated northwest perimeter beam and improvement of its connections, monitoring of identified split framing members, repair/reconstruction of deteriorated concrete caisson tops, and incorporation of current code requirements when noncompliant elements are repaired or replaced.

The proposer shall identify which recommended repairs are included in its proposed scope and any additional repairs or modifications it believes are necessary.

The rehabilitation approach shall also include modifications necessary to provide ADA-accessible access to and use of the gazebo, including an accessible route and entrance into the structure.

c) Replacement Approach

If complete replacement is proposed, the selected contractor shall be responsible for demolition and removal of the existing gazebo and design and construction of a replacement structure.

The replacement gazebo shall:

• Provide functionality and capacity generally comparable to or greater than the existing gazebo.

• Be appropriate in character, scale, materials, and appearance for Memorial Park.

• Be designed for durability and reduced long-term maintenance.

• Meet applicable structural and building code requirements.

• Provide ADA-accessible access to and use of the structure, including an accessible route and entrance.

• Include appropriate foundations, structural framing, roofing, flooring, railings/guards, and other components necessary for a complete structure.

• Include restoration of surrounding areas disturbed by demolition and construction.

Proposers recommending replacement shall provide sufficient information regarding the proposed structure, materials, dimensions, appearance, and accessibility approach for the City to understand and evaluate the proposal.

Complete construction drawings are not required as part of the proposal.

d) Design and Engineering

The Structural Condition Assessment is provided as background information and identifies conceptual repair recommendations; it is not intended for construction.

The selected contractor shall be responsible for providing or retaining appropriately qualified and licensed professionals to perform all structural engineering, architectural design, accessibility design, surveying, or other professional services necessary for the proposed approach.

Final designs and construction documents shall be submitted to the City for review prior to construction. City review or approval shall not relieve the contractor or its design professionals of responsibility for the accuracy, adequacy, code compliance, or accessibility compliance of the completed design.

e) Accessibility and Code Compliance

Regardless of whether rehabilitation or replacement is selected, the completed project shall provide an ADA-accessible gazebo, including an accessible route to and entrance into the structure.

All completed work shall comply with applicable:

• Americans with Disabilities Act (ADA) accessibility requirements and standards;

• City of Edgewater standards and specifications;

• Applicable building, structural, electrical, and other adopted codes; and

• Federal, state, and local laws and regulations applicable to the work.

The contractor shall be responsible for identifying and obtaining all permits and inspections necessary to complete the work unless otherwise specifically identified by the City.

f) Site Management and Restoration

Memorial Park is an active public park. The selected contractor shall coordinate construction activities and closures with the City and maintain a safe and orderly work site throughout the project.

The contractor shall protect existing park facilities, utilities, landscaping, irrigation, pathways, and other improvements not designated for removal.

Appropriate fencing, barricades, signage, and pedestrian controls shall be maintained throughout construction.

Upon completion, construction debris shall be removed and all areas disturbed by the work shall be restored to a condition equal to or better than their condition prior to construction, except where modified as part of the approved project.

4. Mandatory Pre-Proposal Walkthrough

A mandatory pre-proposal walkthrough will be held at Memorial Park to provide prospective proposers an opportunity to review existing site conditions, observe the identified deficiencies, and better understand the scope of the gazebo and accessibility improvements.

During the walkthrough, City staff will identify the primary areas included in the project and provide available background information. Proposers are expected to use the walkthrough to evaluate existing conditions and gather the information necessary to develop their proposed approach and pricing.

Attendance is mandatory for any firm intending to submit a proposal. Proposals submitted by firms that do not attend the mandatory walkthrough will not be considered.

Questions arising from the walkthrough that may materially affect the scope or solicitation shall be submitted through BidNet by the established question deadline.

Any clarification or modification to the RFP will be issued through BidNet as appropriate.

Date: Tuesday, August 25, 2026 Time: 11:30am Location: Memorial Park, 5470 West 25th Avenue, Edgewater, CO 80214

5. Contractor Responsibilities

The selected contractor shall be responsible for the successful coordination and completion of all work associated with the Memorial Park Gazebo Rehabilitation or Replacement Project. Responsibilities shall include, but are not limited to, the following:

• Provide all labor, materials, equipment, tools, supervision, transportation, and services necessary to complete the approved project.

• Review the Structural Condition Assessment and verify existing site and structural conditions, dimensions, elevations, and other field conditions prior to beginning design or construction.

• Coordinate and manage all subcontractors, suppliers, design professionals, and other parties engaged by the contractor.

• Provide all structural engineering, architectural, accessibility, surveying, or other professional services necessary to develop and complete the approved rehabilitation or replacement approach.

• Ensure all required professional services are performed by appropriately qualified and licensed individuals.

• Develop and submit final designs and/or construction documents for City review prior to construction.

• Obtain and coordinate all required permits, inspections, and approvals associated with the work.

• Perform all work in accordance with applicable ADA accessibility requirements, City specifications, adopted building and structural codes, and other applicable federal, state, and local requirements.

• Maintain a safe and secure construction site, including appropriate fencing, barricades, signage, and pedestrian controls, and coordinate impacts to park operations with City staff.

• Protect existing park facilities, utilities, pathways, landscaping, irrigation, and other improvements not designated for removal or replacement.

• Coordinate utility locates and identify potential conflicts prior to excavation, demolition, or other site work.

• Provide any temporary shoring, bracing, or other measures necessary to safely perform rehabilitation, demolition, or construction activities. The Structural Condition Assessment specifically calls for shoring of the perimeter beams as part of the recommended caisson repair approach.

• Remove and legally dispose of demolition debris, excess materials, and construction waste.

• Maintain the work area in a clean and orderly condition throughout the project and restore all areas disturbed by construction.

• Promptly notify the City of unforeseen structural or site conditions, conflicts, or proposed changes that may affect the project scope, cost, schedule, design, or code/accessibility compliance before proceeding with affected work.

• Participate in project meetings and provide progress updates as reasonably requested by the City.

• Coordinate required inspections and correct deficiencies identified during construction or final inspection.

• Provide warranties, final inspection approvals, applicable design/construction documentation, and other required closeout records upon completion.

• Be responsible for the quality, completeness, structural adequacy, and compliance of all work performed by the contractor, its subcontractors, and retained design professionals.

6. Project Schedule / Completion Requirements

The City anticipates awarding the project in Fall 2026 and is open to construction occurring in late 2026 or early 2027, depending on the selected approach, design and engineering requirements, permitting, material availability, weather conditions, and the proposer’s availability.

If completion during Fall/Winter 2026 is not recommended or feasible, the City will consider proposals that provide for design, engineering, permitting, and other preparatory work during Fall/Winter 2026 with construction completed in early 2027.

Proposers shall provide a detailed proposed project schedule identifying anticipated timelines for design and/or engineering, permitting, procurement, construction, inspections, and final completion. The proposal should specifically identify whether the proposer anticipates completing construction in 2026 or 2027 and explain any factors influencing the proposed schedule.

The City will consider the feasibility and overall benefit of the proposed schedule as part of its evaluation of proposals.

The selected contractor shall:

• Coordinate the final project schedule with the City prior to beginning work.

• Identify anticipated lead times or other factors that may affect the project schedule.

• Provide sufficient time for City review of proposed designs or solutions prior to construction.

• Coordinate gazebo and park-area closures with the City to minimize impacts to park users and scheduled activities.

• Notify the City promptly of any circumstances that may affect the approved schedule.

• Maintain reasonable progress once construction begins and avoid unnecessary periods of inactivity.

• Complete all construction, inspections, corrections, site restoration, and closeout requirements within the agreed-upon project schedule.

The contractor shall not close or restrict access to areas outside the approved construction limits without prior City authorization.

Final project completion shall include completion of all contracted work, correction of identified deficiencies or punch-list items, required inspections and approvals, site cleanup and restoration, and delivery of required closeout and warranty documentation.

7. Proposal Requirements

Proposals should be clear, concise, and provide sufficient information for the City to evaluate the proposer’s qualifications, proposed approach, schedule, and cost. At a minimum, proposals shall include the following:

a. Firm Information Provide the name and contact information of the proposing firm, primary project contact, and a brief overview of the firm’s experience and capabilities relevant to this project.

b. Project Approach Provide a brief description of the proposer’s understanding of the project and proposed approach to completing the work, including:

• Whether rehabilitation/repair or replacement of the existing gazebo is recommended and the rationale for the proposed approach.

• How the proposed approach will address the conditions identified in the Structural Condition Assessment.

• How the completed project will provide an ADA-accessible, code-compliant gazebo.

• Anticipated design, structural engineering, surveying, or other professional services required.

• Proposed materials and general construction methods, as applicable.

• Sequencing and coordination of the work.

• Any significant considerations or challenges identified based on review of the

RFP documents and mandatory pre-proposal walkthrough.

The City recognizes that final design and engineering will occur following award. Proposers are not expected to provide complete construction drawings as part of their proposal but should provide sufficient information for the City to understand and evaluate the proposed solution, anticipated scope, and overall approach.

c. Qualifications and Relevant Experience

Provide information demonstrating the firm's qualifications and experience completing projects of similar size and scope, particularly projects involving structural rehabilitation or repair, wood-framed structures, gazebo or pavilion construction, ADA accessibility improvements, and construction within active public parks or facilities.

Include at least one example of a similar project completed within the past five years, including project description, approximate contract value, completion date, and owner/client contact information.

d. Project Team and Subcontractors

Identify the key personnel who will be assigned to the project and their anticipated roles. Identify known subcontractors and any design, engineering, surveying, or other professional consultants anticipated to participate in the project. The City shall be notified of any significant changes to the proposed project team following award.

e. Proposed Project Schedule

Provide a proposed project schedule identifying anticipated timing for design/engineering, permitting, procurement, construction, inspections, and final completion. Proposers shall indicate whether they anticipate completing construction during Fall/Winter 2026 or recommend completing construction in early 2027, along with an explanation of factors affecting the proposed schedule.

f. Pricing

Complete and submit the Proposal Pricing Form included with this RFP, Attachment C. Pricing shall be broken as requested and shall include all labor, materials, equipment, supervision, subcontractors, design/engineering services, permitting, mobilization, and other costs necessary to complete the proposed work. Any assumptions, allowances, alternates, or items not included in the proposed price shall be clearly identified.

g. References Provide contact information for three references familiar with the proposer's performance on past projects. References may correspond with the projects identified under Relevant Experience.

h. Assumptions, Exclusions and Exceptions Clearly identify all assumptions, exclusions, qualifications, or exceptions upon which the proposal and pricing are based. Failure to specifically identify an exclusion shall not relieve the selected contractor from performing work reasonably necessary to complete the proposed scope.

i. Warranty Describe the warranty provided for workmanship and materials and identify the applicable warranty period(s).

j. City of Edgewater Statement of Qualifications and Signature Form

Complete both the Statement of Qualifications and Signature Form provided by the City, Attachment D.

Proposers shall demonstrate sufficient experience, staffing, and technical capability to successfully complete the project.

The City is particularly interested in firms with demonstrated experience in structural rehabilitation and repair, wood-framed structures, gazebo or pavilion construction, ADA accessibility improvements, and construction within active public parks or facilities.

8. Proposal and Pricing Form

Proposers shall provide a complete cost proposal using the Proposal Pricing Form, Attachment C. Pricing shall represent the proposer’s anticipated cost to complete the full scope of work based on the information provided in the RFP, attachments, existing site conditions, and mandatory pre-proposal walkthrough.

Pricing shall include all labor, materials, equipment, supervision, subcontractors, design and engineering services, surveying, permitting, mobilization, demolition, disposal, installation, site protection, restoration, overhead, profit, and other costs necessary to complete the proposed work.

Any allowances, assumptions, exclusions, or items that cannot be definitively priced at the time of proposal shall be clearly identified and explained.

9. Evaluation and Selection Criteria

Proposals will be evaluated based on the proposer’s demonstrated ability to successfully complete the project and provide the best overall value to the City. Award will not necessarily be made to the proposer submitting the lowest price.

Evaluation Criteria

Project Approach & Understanding

Qualifications & Relevant Experience

Cost & Overall Value

Project Schedule & Availability

Project Team/Subcontractor Coordination

Completeness/Responsiveness

In evaluating proposals, the City may consider the completeness and responsiveness of the proposal, understanding of the existing gazebo conditions, feasibility and long-term value of the proposed rehabilitation or replacement approach, approach to ADA accessibility and code compliance, relevant experience, qualifications of the project team and design professionals, proposed schedule, cost, references, and any assumptions or exclusions identified by the proposer.

The City may request clarification, additional information, or interviews from one or more proposers prior to making a final selection.

10. Insurance, Licensing & Bonding

The selected contractor shall maintain all insurance coverage required by the City of Edgewater throughout the duration of the project and shall provide certificates of insurance prior to commencement of work.

At a minimum, the contractor shall maintain applicable workers’ compensation, commercial general liability, automobile liability, and other insurance required by the City’s standard contract documents. Required coverage limits and additional insured requirements shall be as established by the City.

The contractor and all subcontractors shall maintain all licenses, registrations, and certifications required by applicable federal, state, and local authorities to perform their respective portions of the work.

Where professional design or engineering services are required, those services shall be performed by appropriately licensed professionals. The City may require evidence of applicable professional liability insurance for design professionals performing work on the project.

The selected contractor shall provide all payment and performance bonds required by applicable law and City requirements prior to commencement of construction. Bonding shall be provided by a surety authorized to conduct business in the State of Colorado.

Depending on the final bid price for repair or replacement, bid/bond may not be required.

11. Warranty

The selected contractor shall warrant that all work performed under the contract is free from defects in workmanship and materials and conforms to the requirements of the contract documents and approved project design.

Unless a longer period is proposed by the contractor or required by a manufacturer, the contractor shall provide a minimum one-year warranty on workmanship beginning upon the City's acceptance of the completed project.

Manufacturer warranties applicable to fixtures, equipment, materials, or other installed products shall be transferred or provided to the City upon project completion.

The contractor shall promptly correct, at no additional cost to the City, defects in workmanship or installation identified during the applicable warranty period.

Proposers shall identify any warranties exceeding these minimum requirements in their proposal.

12. City Terms/Reservations

The City of Edgewater reserves the right, to the extent permitted by applicable law and City procurement requirements, to:

• Reject any or all proposals.

• Waive minor informalities or irregularities in a proposal.

• Request clarification or additional information from any proposer.

• Conduct interviews or discussions with one or more proposers.

• Verify qualifications, references, licensing, and other information submitted by proposers.

• Negotiate scope, schedule, terms, and pricing with the selected proposer as permitted by applicable procurement requirements.

• Accept the proposal determined to provide the best overall value and be in the best interest of the City.

• Modify, postpone, or cancel the solicitation at any time prior to contract award.

• Issue addenda modifying or clarifying the RFP.

• Award all or a portion of the project, subject to available funding and the City's determination of its best interests.

Submission of a proposal does not create a contractual relationship between the proposer and the City. No contract shall exist until a written agreement has been approved and executed by authorized representatives of the City and the selected contractor.

All costs associated with preparing and submitting a proposal, attending the mandatory pre-proposal walkthrough, participating in interviews, or otherwise responding to this RFP shall be the responsibility of the proposer.

Proposals shall remain valid for 90 days following the proposal deadline, unless otherwise agreed to by the City and proposer.

The selected contractor shall not perform work outside the authorized scope or incur additional costs for which the City will be responsible without prior written authorization from the City.

13. Attachments

The following documents are provided VIA BidNet for this RFP to assist bidders in developing their proposals:

Attachment A - Structural Condition Assessment: Memorial Park Gazebo Structural condition assessment documenting observed conditions, structural and code-related deficiencies, and conceptual repair recommendations for the existing Memorial Park Gazebo.

Attachment B - Site Information, Photographs and Available Plans Available site information, photographs, drawings, maps, or other materials depicting the Memorial Park gazebo and park area. These materials are provided for reference and shall not relieve proposers of the responsibility to verify existing conditions during the mandatory pre-proposal walkthrough.

Attachment C - Proposal Pricing Form Required pricing form to be completed and submitted with the proposal.

Attachment D - City of Edgewater Statement of Qualifications and Signature Form

Attachment E - City of Edgewater Standard Contract/Documents Applicable City contract terms, insurance requirements, bonding requirements, forms, certifications, or other standard documents associated with the project.