biddoc.pdf

Solicitation

COVER SHEET

IDENTIFICATION

Number RFP-CMO-26-040 Title Victory Crossing Program Management and Consulting Services Summary The City of Commerce City, Colorado is seeking proposals from qualified firms or individuals to provide two categories of professional services for a development project in the Victory Crossing Urban Renewal area:

Category A: Program Management Services Category B: Consulting Services

Each category will be evaluated and awarded independently. Offerors are not required to respond to both categories. Refer to Scope of Services for detailed requirements.

Type Request for Proposals (RFP)

AUTHORIZED CONTACT PERSONS

Primary Jen Harbour, Procurement Officer, jharbour@C3gov.com, 303-286-6803 Secondary N/A

Notes See Solicitation Instructions, 3.1 Authorized Contact Persons.

IMPORTANT DATES

OFFERS DUE

Date and Time Thursday, August 27, 2026, at 2:00 PM MT

Notes See Solicitation Instructions, 5 Offer Submission.

QUESTIONS DUE

Date and Time Monday, August 24, 2026 at 5:00 PM MT

Submission Method BidNet Only

Notes See Solicitation Instructions, 3.2 Questions.

Solicitation Cover Sheet

PUBLISHED

Date Friday, August 7, 2026

Available Online

City of Commerce City - Bid Opportunities and RFPs | BidNet Direct

SOLICITATION DOCUMENTS

Document Name Pages Date Solicitation Packet – RFP-CMO-26-040 Includes the following:

Solicitation Cover Sheet 3 8/7/2026

Solicitation Instructions 8 8/7/2026

Draft Contract 12 8/7/2026

Scope of Services 6 8/7/2026

1 REQUEST FOR PROPOSALS

1.1 Invitation. The City of Commerce City invites all Responsible Offerors to submit Proposals to provide the goods and/or services described in this Solicitation.

1.2 Documents. This Request for Proposals (“RFP” or “Solicitation”) is composed of all documents listed in the Attachments section of the Solicitation Cover Sheet and those uploaded to the Documents section of BidNet.

1.3 Process. The process described in this RFP is procedurally compliant with local and state law.

1.4 Changes. The City may change or revise any of the contents of this Solicitation through the issuance of a written Addendum. Any Addenda issued will be issued through BidNet. Any explanation, clarification, interpretation or change to the Solicitation made in any other manner is not binding upon the City, and Offerors shall not rely upon such explanation, clarification, interpretation, or change. Oral explanations or instructions given before the award of the Contract are not binding.

1.5 Review of Documents. Offerors shall review the entire Solicitation, as revised through Addenda. Offerors shall notify the Authorized Contact Person(s) listed on the Solicitation Cover Sheet in writing of any omissions, ambiguities, inconsistencies or errors in the Solicitation prior to the Offer Due Date and Time displayed in the Important Dates section of the Solicitation Cover Sheet. Offerors shall also notify the City of any Solicitation contents the Offeror believes may be unreasonably restrictive.

1.6 Cancellation. The City reserves the right to cancel this Solicitation at any time for any reason and to resolicit the goods and services included in this Solicitation.

2 PUBLICATION AND NOTICES

2.1 Publication. This Solicitation was published on the Rocky Mountain E-Purchasing System, as of the Published date displayed in the Solicitation Cover Sheet section.

2.2 Email Notices. On the Solicitation’s Published date, email notices regarding this Solicitation were issued to all vendors registered in BidNet Direct, that had previously selected the applicable commodity codes. All subsequent email notices regarding this Solicitation will be limited to those vendors or other persons that subscribe to this Solicitation in the Rocky Mountain E-Purchasing System.

2.3 Third-Party Notices. The Rocky Mountain E-Purchasing System is the only source of official notices regarding this Solicitation. Prospective Offerors shall not rely on any notices concerning this Solicitation received from sources other than the Rocky Mountain E-Purchasing System.

3 COMMUNICATIONS AND MEETINGS

3.1 Authorized Contact Persons. The names and contact information for the authorized contact persons for this Solicitation are displayed in the Solicitation Cover Sheet.

3.2 Questions. Offerors shall submit any questions concerning this Solicitation in writing via BidNet. The City will respond to all questions received by the Questions Due Date and Time displayed on the Solicitation Cover Sheet.

The City will publish one or more Addenda displaying all timely received questions and the City’s responses to each for any information not already contained in the solicitation.

3.3 Vendor Help Desk. For general questions concerning the Rocky Mountain E-Purchasing System, Offerors may contact the BidNet at support@bidnet.com or (800) 835-4603. Assistance from BidNet t is limited to navigating and using BidNet and the Rocky Mountain E-Purchasing System only. BidNet will not respond to any questions concerning a specific Solicitation.

3.4 Pre-Offer Conferences. The City may hold one or more pre-offer conferences to review the Solicitation and to receive verbal questions. The Solicitation Cover Sheet will display if a Pre-Offer Conference is being held and if attendance at this meeting is mandatory. If a Pre-Offer Conference is planned, the date, location, time, and any other necessary information regarding this meeting will also be displayed in the Solicitation Cover Sheet.

Attendance of potential Offerors at any Pre-Offer Conference will be recorded and will be included in an Addendum published following the meeting. As the Solicitation is subject to change, (See Solicitation Instruction,

1.4 Changes.) Offerors shall not rely on verbal exchanges that may occur at a Pre-Offer Conference. Offerors shall continue to submit all questions in writing. (See Solicitation Instructions, 3.2 Questions.)

3.5 Site Visits. The City may hold one or more site visits to allow prospective Offerors to inspect the location(s) where work under any resulting contract will be performed and to receive verbal questions. The Solicitation Cover Sheet will display if a Site Visit is being held and if attendance at this meeting is mandatory. If a Site Visit is planned, the date, location, time, and any other necessary information regarding this meeting will also be displayed in the Solicitation Cover Sheet. Attendance at any Site Visit will be recorded and will be included in an Addendum published following the meeting. As the Solicitation is subject to changes, (See Solicitation Instruction, 1.4 Changes.) Offerors shall not rely on verbal exchanges that may occur at a Pre-Offer Conference.

Offerors shall continue to submit all questions in writing. (See Solicitation Instructions, 3.2 Questions.)

4 OFFER PREPARATION

4.1 Offer Submittals. Offerors intending to respond to this Solicitation shall download and complete each of the Submittal documents listed in the Solicitation Cover Sheet. Submittal documents will include additional Solicitation instructions specific to its contents. Offerors will complete each Submittal in accordance with the instructions in the submittal. At a minimum, submittals will include a Price Offer and a Technical Offer.

4.2 Alternate Offers. Unless excluded elsewhere in the Solicitation, Offerors may submit alternative Offers, in addition to their primary Offer. Offerors seeking to submit an alternative Offer may include with their completed Submittals, any alternative Submittals as applicable.

4.3 Exceptions. Offerors shall indicate if they take exception to any portions of the Solicitation in their Proposal. Any exceptions included in the Proposal may negatively impact the City’s evaluation of the Proposal or may cause the City to reject the Proposal entirely.

4.4 Offer Acceptance Period. All Offers are valid for a period of one hundred and eighty (180) calendar days after the RFP closing date unless a longer acceptance period is offered in the proposal.

4.5 Proprietary and Confidential Information. All Offers received and opened by the City are subject to the Colorado Open Records Act (“CORA” or “Act”), C.R.S § 24-72-201, et seq., and will be made available to the public as required by law. Offerors may request parts of their Offers remain confidential and must indicate such in the Offer and on the appropriate proprietary or financial pages; provided, under no circumstances may an entire Offer be marked or identified as proprietary. The City will take reasonable steps to keep confidential only documents prohibited from disclosure under the Act, which efforts may include notifying the Offeror of a CORA request and allowing the Offeror to take steps to prevent disclosure, where and when it is reasonably possible to do so. By submitting a Proposal, each Offeror releases the City from any claim of damage or loss arising from the release of confidential or proprietary documents not clearly designated as such by an Offeror and subject to the disclosure requirements of CORA, and from any claims arising from the release of documents as required pursuant to the Act. A copyright notice or symbol is insufficient to identify proprietary or confidential information.

4.6 Cost of Offer Preparation and Participation. Offerors are responsible for all costs related to the preparation of their Offer and incurred while participating in this Solicitation process.

4.7 Disadvantaged Businesses. Offerors utilizing subcontractors must outline in their proposal the affirmative steps taken to assure that small business, minority-owned business, and women-owned business enterprises, as well as labor surplus area firms are used when possible. Affirmative steps must include: (1) placing qualified small businesses, minority-owned and women-owned business enterprises on solicitation lists; (2) assuring that small businesses, minority-owned business, and women-owned business enterprises are solicited whenever they are potential sources; (3) dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small businesses, minority-owned business, and women-owned business enterprises; (4) establishing delivery schedules, where the requirement permits, which encourage participation by small businesses, minority-owned business, and women-owned business enterprises; and (5) using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the United States Department of Commerce.

5 OFFER SUBMISSION

5.1 Electronic Offers. All Offers in response to this Solicitation shall be submitted electronically (electronic documents) to the City of Commerce City using the Rocky Mountain E-Purchasing System, available through the BidNet system. To submit Electronic Offers, Offeror’s must first be registered as a vendor with BidNet Direct. For any questions or problems concerning BidNet Direct contact support@bidnet.com or (800) 835-4603.

5.2 Due Date and Time for Electronic Offers. Electronic Offers in response to this Solicitation shall be submitted via the Rocky Mountain E-Purchasing System by the Offer Due Date and Time displayed in the Important Dates section of the Solicitation Cover Sheet. The time recorded within BidNet shall be the official time of record for Electronic Offers.

5.3 Withdrawing Electronic Offers. Electronic Offers submitted online in response to this Solicitation may be withdrawn, revised, and resubmitted using the functionality through Bidnet any time prior to the Solicitation’s Due Date and Time. Withdrawn Electronic Offers may be resubmitted, with or without modifications, up to the Solicitation’s Due Date and Time.

5.4 Late Electronic Offers. Rocky Mountain E-Purchasing System will not allow Electronic Offers to be submitted past the Solicitation’s Due Date and Time.

6 OFFER EVALUATION

6.1 Basis of Competition. The City may compare Offers based on groups or categories and will choose the basis of competition that best meets the City’s needs for the resulting contracts. The basis of competition for each RFP will be described in section 11, Evaluation of Offers below.

6.2 Minimum Responsiveness. Proposals are Minimally Responsive when they include all of the Submittals listed in this Solicitation, completed and with sufficient detail in each to evaluate the Proposal in accordance with the Solicitation’s Instructions. Proposals that are not Minimally Responsive may be deemed non-responsive and rejected.

6.3 Responsibility. An Offeror is responsible if they have the financial and practical ability, resources, expertise, and past performance to provide the goods or services described in the RFP. Offerors must also demonstrate current and past compliance with all of the City’s applicable legal, regulatory, and policy requirements. An Offer may be rejected if an Offeror is determined to not be responsible.

6.4 Clarifications. Any time after the opening of Proposals, the City may contact Offerors to ask questions about their Proposal’s contents to better understand these contents as written. Responses to clarification questions, whether done verbally or submitted in writing, do not change the Proposal’s contents. Clarifications are not to be confused with Discussions as described herein.

6.5 Evaluation. Proposals that are Minimally Responsive will be evaluated based on the Evaluation Factors listed in Section 11.1 of the Solicitation Instructions. Evaluation Factors correspond to their specified Submittals and shall indicate their respective weighting next to each. Proposal submittals not identified as Evaluation Factors will be evaluated on a pass / fail basis in accordance with the Solicitation’s Instructions and any further instructions within each Solicitation. Although minimum responses are required in all Submittals, the Submittals identified as Evaluation Factors will be used to differentiate the Proposals and to identify which Proposal(s) represents the Best Value to the City. The City’s evaluation may be made without Clarifications or Discussions with Offerors. Proposals should, therefore, include the Offeror’s most favorable terms.

6.6 Discussions and Proposal Revisions. After completing initial evaluations, the City may enter discussions (communications which may include negotiations and feedback about the Proposal submitted) with one or more Offerors submitting the highest rated Proposal(s). Following the completion of Discussions, the City may request Proposal revisions from these Offerors. The City may seek multiple rounds of Discussions and Proposal revisions as deemed necessary by the City. The City may revise its initial evaluations depending on the contents of any Proposal revisions received following these Discussions.

6.7 Interviews/Presentations. The City may require that one or more Offeror submitting the highest rated Proposals participate in interviews and/or presentations.

7 CONTRACT AWARD AND EXECUTION

7.1 Award Determination. City staff will recommend Contract award to the Offeror(s) submitting the highest rated Proposal(s) based on the Evaluation Factors set forth in this Solicitation. The notice of Intent to Award will be published to the Rocky Mountain E-Purchasing System and notice will be sent to all Offerors subscribed to the Solicitation.

7.2 Multiple Awards. If the City determines that multiple contracts are needed, the City will award one or more additional contracts to the Offeror(s) submitting the next highest rated Proposal(s).

7.3 Contract Execution. Contracts within the City Manager’s signature authority will be awarded and executed simultaneously. Contracts requiring approval of the award by the Commerce City Council will be executed following the Council’s approval.

8 ADMINISTRATIVE MATTERS

8.1 Solicitation File. All documents included in this Solicitation, and all timely received Offers in response to this Solicitation, except for Offer contents deemed by Offerors to be proprietary and confidential, will be available for public inspections upon the execution of the contract.

8.2 Debriefings. Offerors may request a debriefing meeting to ask any questions concerning the Solicitation’s contents, process, or the evaluation of their Offer. Debriefing meetings are informal exchanges and may be requested anytime following the earlier of (i) after the publication of the Notice of Intent to Award; (ii) the date the Solicitation is cancelled. Debriefings are not public meetings and are usually limited to a single Offeror and any of their representatives. Only information regarding the Solicitation documents and the Offeror’s Offer (including City’s evaluation of the Offer) in response to the Solicitation will be discussed.

8.3 Reservations. The City reserves the right to: (i) specify approximate quantities in the Solicitation; (ii) extend the

Solicitation due date and time; (iii) add additional terms or modify existing terms in the Solicitation; (iv) reject an Offer containing exceptions, additions, qualifications or conditions not called for in the Solicitation;

(v) reject an Offer received from an Offeror who is currently debarred or suspended by the Federal Government;

(vi) reject an Offer that contains fraudulent information; (vii) reject an Offer that has material omissions; (viii) reject any or all Offers; (ix) procure any goods or services included in this Solicitation by other means; (x) consider and accept alternate Offers, if specified in the Solicitation, when most advantageous to the City; (xi) reject an Offer if prices in the Offer are unbalanced (some prices are significantly high and other prices are significantly low); (xii) waive any minor informality in any Offer or procedure so long as the deviation does not affect the competitiveness of the Solicitation process; and/or (xiii) reject any or all proposed exceptions to the form Contract (Attachment A).

9 DEFINITIONS. The terms used in this RFP shall have the following definitions.

“Addendum” means a written instrument issued by the Contract Awarding Authority that modifies or clarifies the Solicitation prior to the Due Date. “Addenda” is the plural form of the word.

“Best Offer” means the best evaluated Offer in response to a Request for Proposals or Request for Qualifications/Statements.

“Best Offeror” means the Offeror submitting the Best Offer.

“City” means the City of Commerce City, Colorado, a home-rule municipal corporation.

“Offer” means a complete signed response to a Solicitation including, but not limited to, a Request for Proposals.

“Offeror” means a person, firm, or entity that submits an Offer in response to this Solicitation. Any Offeror may be represented by an agent after submitting evidence demonstrating the agent’s authority. The agent cannot certify as to his own agency status.

“Proposal” means a complete, properly signed Offer to a Request for Proposals.

“Procurement Division” refers to the division within the Finance Department, responsible for the City’s procurement business function.

“Request for Proposals” means all documents utilized for soliciting Proposals.

“Responsible Offeror” means the financial and practical ability of the Offeror to perform the Contract and takes into consideration resources, expertise, and past performance of the Offeror as well as compliance with all City legal, regulatory, and policy requirements during the solicitation process.

“Responsive” means meeting all the requirements of a Solicitation.

“Solicitation” means this Request for Proposals or RFP.

10 PROPOSAL SUBMITTALS.

All Offerors must submit a response to items 10.1 and 10.2.

10.1 Cover Letter. A cover letter indicating the Offeror’s interest and identifying the entity or entities submitting the Proposal with the complete name and address of the participating firm(s). Include the name, address, email address, and telephone number of the person to contact regarding your firm’s response, along with other contact information for those authorized to represent the Respondent. The letter should also include:

A signature by a representative of the Respondent authorized to bind the Respondent for the terms proposed.

Any criteria expected by the City that Respondent will not provide.

Any proposed exceptions to the Contract form (Attachment A).

Any other information not appropriately contained in the body of the Proposal.

10.2 Authorized Negotiator: Include name, address, email, and telephone number of a person in your organization authorized to negotiate Contract terms and render binding decisions on Contract matters.

Offerors must submit the requested information for each category you choose to submit for. Clearly indicate the category you are responding to in your proposal.

Category 1: Program Management Services:

10.3 Methodology and Approach. Detail your understanding of the requirements and how your firm meets or exceeds the needs of the City. Provided information should include, but not be limited to, the following:

10.3.1 Project Understanding. Describe your understanding of the Victory Crossing entitlement process and the City’s goal of achieving entitlement completion by July 2027.

10.3.2 Program Management Methodology. Describe your firm’s program management framework and how it will be used to manage multiple deliverables, agencies, stakeholders, and deadlines. Explain your approach to maintaining schedule accuracy and ensuring timely submittals and reviews.

10.3.3 Approach. Based on the Scope of Services, describe your proposed approach to managing and coordinating the entitlement process along with other program-related tasks.

10.3.4 Narrative. Provide a preliminary narrative describing how your firm will identify and manage the critical path across regulatory and administrative processes.

10.3.5 Coordination. Describe your proposed strategy for coordinating meetings, preparing agendas and minutes, and ensuring consistent communication across all entities involved.

10.3.6 Project Challenges. Describe anticipated challenges and your strategies for addressing them.

10.4 Demonstrated Applicable Experience and Personnel Qualifications. Demonstrated experience in program management and consulting. Offerors shall provide a description of their expertise and qualifications to assume the responsibilities required for this opportunity, including:

10.4.1 Relevant Firm Experience. Provide examples of past projects where your firm managed entitlement or development processes for large‑scale mixed‑use or redevelopment.

10.4.2 Staffing Plan and Key Personnel. Identify key personnel proposed for this contract and describe their specific experience with program management, interagency permitting, and major development coordination including with state and federal agencies.

10.4.3 References. Provide three (3) current and verifiable references for work completed by your firm of a similar size and scope to the requirements outlined in this RFP. For each reference include the project title, project cost, project duration, year, and reference name, title, present address, email address, and phone number of principal person for whom prior projects were accomplished.

The City at its discretion may check references of current or past clients to determine the Offeror’s experience and ability to provide the products and/or services described in this Solicitation.

10.5 Pricing Submittal. Provide a detailed fee proposal including hourly rates for each proposed team member, reimbursables, and optional services.

Category 2: Consulting Services

10.6 Methodology and Approach. Detail your understanding of the requirements and how your firm meets or exceeds the needs of the City. Provided information should include, but not be limited to, the following:

10.6.1 Methodology. Describe your firm’s methodology for establishing negotiation framework and supporting City staff in drafting talking points, counterproposals, and other negotiation documentation.

10.6.2 Approach. Outline your firm’s approach to identifying the City’s negotiation priorities, constraints, and preferred outcomes, including how you will collaborate with City staff and leadership. Describe your process for establishing a negotiation and decision-making timeline.

10.6.3 Risk Management. Provide a narrative describing how your firm will establish risk-tolerance guidelines and risk-mitigation recommendations throughout negotiations.

10.6.4 Coordination. Describe your proposed strategy for managing coordination, schedule, communication and deliverables.

10.6.5 Project Challenges. Describe anticipated challenges and your strategies for addressing them.

10.7 Demonstrated Applicable Experience and Personnel Qualifications. Demonstrated experience in program management and consulting. Offerors shall provide a description of their expertise and qualifications to assume the responsibilities required for this opportunity, including:

10.7.1 Relevant Firm Experience. Provide examples of past projects where your firm advised municipalities or similar public entities on development-related negotiations.

10.7.2 Staffing Plan and Key Personnel. Identify key personnel proposed for this contract and describe their specific experience with similar development negotiations.

10.7.3 References. Provide three (3) current and verifiable references for work completed by your firm of a similar size and scope to the requirements outlined in this RFP. For each reference include the project title, project cost, project duration, year, and reference name, title, present address, email address, and phone number of principal person for whom prior projects were accomplished.

The City at its discretion may check references of current or past clients to determine the Offeror’s experience and ability to provide the products and/or services described in this Solicitation.

10.8 Pricing Submittal. Provide hourly rates for each proposed team member. Identify reimbursables and optional services.

11 EVALUATION OF OFFERS

11.1 Evaluation Criteria

The City will use a qualitative-based selection process to award the contract, where cost is one of several factors considered. Selection, if any, will be based on the Proposal deemed to be the best value to the City at the City’s sole discretion using the following criteria for the Initial Evaluation:

RFP Evaluation Factors Maximum Points Technical Approach and Solution 45 Demonstrated Applicable Experience and Personnel Qualifications 35 Proposed Price 20

Total 100

11.2 Interviews and/or presentations, Optional.

The City will score proposals based on the criteria listed above. The City may select a “competitive range” of Respondents based on those scores. “Competitive range” Respondents may be invited for presentations, demonstrations, or discussions with the City. The City reserves the right to re-score “competitive range” proposals as a result, and to make award recommendations on that basis.

All proposals will be reviewed and evaluated by the Selection Committee consisting of staff members of various city departments. The City reserves the right to request clarification or additional information from individual Respondents. The City may also consult additional resources for subject matter, expertise, and reference. By submitting a Proposal, Respondent authorizes the City to undertake such investigation as may be necessary to verify Respondent’s qualifications and reputation. Respondents will execute releases as requested by the City to enable the City to obtain necessary information.

As part of the evaluation process, the City expects to interview some, but not necessarily all, of the Respondents.

If selected for an interview, presentations will be limited in time with additional time for questions.

Respondents may also be asked to supplement their submittals.

In addition to the criteria stated above, the City may consider without limitation a Respondent’s financial resources, ability to comply with all legal and regulatory requirements, ability to perform the work and complete all work on time, history of performance, reputation ability to obtain necessary equipment, data, and facilities, and any other factor deemed important by the City. The City may select multiple Respondents to provide Services as needed by the City.

The City will negotiate with the selected Respondent(s) regarding fees and Scope of Services. If an agreement cannot be reached with the chosen Respondent(s), the City may initiate negotiations with other Respondent(s).

This process may continue until an agreement is reached with a Respondent(s). If the chosen Respondent(s) does not execute a contract within a specific deadline, the City reserves the right to award the contract to other Respondent(s).

The successful Respondent(s) shall commence work only after execution of an acceptable contract and direction from the City to proceed. The Respondent(s) must submit insurance documentation, a completed W-9, and additional documentation as requested by the City before the execution of any contract.