biddoc.pdf

Widefield School District 3

Request for Proposal (RFP)

26-27-010 Parks & Recreation Master Plan

Release Date: September 1, 2026

Solicitation Number: 26-27-010

Solicitation Title: Parks & Recreation Master Plan

Questions Deadline: September 15, 2026

Proposal Submission Deadline: September 30, 2026

Acknowledgment and Certification The undersigned hereby affirms that:

1. They are a duly authorized agent of the vendor.

2. They have reviewed all terms, conditions, and technical specifications provided in this solicitation and fully understand and accept them, except as expressly noted in their proposal.

3. The proposal is submitted on behalf of the vendor in accordance with the terms and conditions of this RFP.

4. The vendor will honor any awards resulting from this proposal for a minimum of ninety (90) calendar days following the submission date.

5. The vendor acknowledges and agrees that it is an independent contractor and that no employment relationship with Widefield School District 3 shall be created by this RFP or any resulting contract.

Company Name: ___________________________

Phone: ___________________________

Address: ___________________________

Date: ___________________________

Printed Name: ___________________________

Title: ___________________________

Email: ___________________________

Authorized Representative Signature: ___________________________

Table of Contents

Section Page

Cover Sheet 1

Table of Contents 2

General Terms and Conditions 3

Project Terms and Conditions 4

Specifications 6

Exhibit 1 – Proprietary/Confidentiality Statement 9

Exhibit 2 – Debarment Certification 10

Exhibit 3 – Non-Collusion Affidavit 11

Attachment A – Insurance Requirements 12

General Terms & Conditions By signing and submitting a proposal, all respondents agree to comply with the conditions, requirements, and instructions of this RFP. Any ambiguities or conflicts in the solicitation must be clarified in writing with the Purchasing Manager at least 48 hours before the proposal submission deadline.

1. Warranty and Quality Assurance: All professional services provided shall meet or exceed industry standards, comply with applicable laws, and be performed by qualified personnel. The District reserves the right to review, inspect, and approve all work.

2. Insurance Requirements: Vendors must maintain all insurance coverages listed in Attachment A, issued by companies licensed in Colorado with A.M. Best ratings of A-VII or higher. All policies must list WSD3 as an additional insured and include a waiver of subrogation.

3. Compliance: Vendors shall comply with all applicable federal, state, and local laws, regulations, and codes, and secure all necessary licenses and permits for professional services.

4. Independent Contractor: The vendor shall perform services as an independent contractor.

Nothing in this RFP or any resulting contract shall create an employment, partnership, or agency relationship between the vendor and Widefield School District 3.

5. Non-Collusion & Confidentiality: By submitting a proposal, the vendor certifies that the proposal was developed independently and without collusion. Information may be disclosed pursuant to the Colorado Open Records Act unless properly identified as confidential.

6. Governing Law and Venue: This RFP and any resulting contract shall be governed by Colorado law, with venue in El Paso County District Court.

7. District Rights: The District reserves the right to reject any proposal, waive irregularities, negotiate terms, select the most qualified vendor, or cancel awards without penalty. The District shall not be liable for any costs incurred by the Proposer in the preparation and production of the proposal or for any work performed before the execution of a contract. All proposals and other materials submitted shall become the property of the District. No reports, information, or data given to or prepared by the selected Proposer shall be made available to any individual or organization by a respondent or the selected Proposer without prior written approval of the District.

8. Contract Termination: The District may terminate contracts for cause immediately or without cause with thirty (30) days’ notice.

9. Sustainability: Vendors should follow environmentally preferable purchasing standards (EPA EPP, Green Seal, LEED) where applicable.

10. Data Privacy: Vendors classified as a “School Service Contract Provider” under CRS 22-16- 103 must comply with the Student Data Transparency and Security Act.

Project-Specific Terms and Conditions

1. Submission Format: Proposals must be submitted electronically via BidNet in PDF format. All content must be legible (minimum 10 pt font) and certified as complete. Late submissions will be rejected. The proposal shall remain the property of Widefield School District.

2. Purpose: The Parks and Recreation Department (“Department”) is soliciting proposals from qualified professional planning consultants to prepare a comprehensive Parks and Recreation Master Plan for Widefield School District 3 Parks and Recreation.

3. Questions: All questions must be submitted via BidNet. Responses will be published in an addendum.

4. Award Process: Any contract award is subject to approval by the District’s Board of Education, if required by law, Board policy, or the District's purchasing best practices.

Selection will be based on-

a. Qualifications, licensure, and experience of the firm (20 points)

b. Project Schedule and Management Plan (10 points)

c. Qualifications and availability of key personnel (15 points)

d. Proposed approach, methodology, and understanding of the District’s needs (25 points)

e. Past performance and references (15 points)

f. Cost, fee structure, and overall value to the District (10 points)

g. RFP Quality and Compliance (5 points)

5. Evaluation and Selection: The District will evaluate proposals in its sole discretion and may:

a. Conduct interviews with selected proposers.

b. Request clarifications or supplemental information.

c. Negotiate scope and fee.

d. Reject any or all proposals.

6. Appeals: Vendors may appeal by submitting, in writing, a detailed request for reconsideration to the District's Purchasing Manager within 72 hours after the recommendation of the award is posted on Rocky Mountain E-Purchasing System, provided that the Vendor seeks the appeal before the District finalizes a contract with the selected vendor.

7. Dispute Resolution: The Purchasing Manager will settle and resolve any protest concerning the solicitation, consideration, or award of a bid/proposal or controversies arising between the district and a vendor concerning contracts. If deemed necessary, the district council will be consulted. Only protests sent directly to the Purchasing Manager will be considered. Protests of a solicitation must be filed in writing within seven business days of posting. Protests of an award must be filed in writing within seventy-two (72) hours of posting the recommendation and before contract execution.

8. Contracts: The selected Proposer must enter into a written contract with the District. All information in this request for proposal and acceptable provisions of the Proposer’s response will be attached to and made part of the executed contract.

9. Background Checks: All personnel providing services on District property must follow District practices involving background checks.

10. Permits & Professional Licenses: Vendors must obtain all required permits, licenses, and maintain professional certifications as required for their scope of services.

11. Insurance & Indemnification: See Attachment A. The successful Proposer shall be required to indemnify and hold the District and its agents and employees harmless from and against all suits or actions of any kind, including workers’ compensation claims, brought against them for or on account of any damages or injuries received or sustained by any parties, by or from the acts of the successful Proposer or its agents or employees.

12. Non-Appropriation: Pursuant to C.R.S.§ 29-1-110, as amended, the financial obligations of the District as set forth hereinafter the current fiscal year are contingent upon funds for the purpose being appropriated, budgeted, and otherwise available. The awarded agreement will automatically terminate on July 1st of the first fiscal year for funds that are not appropriated.

The District shall give the Vendor written notice of such non-appropriation.

13. Equal Opportunity: The District values equal opportunity in its purchasing practices.

Businesses owned and operated by minorities or women are encouraged to submit proposals.

Proposers to whom a contract is awarded shall not discriminate based on age, race, color, national origin, gender, creed, or disability.

14. Gifts & Ethics: It is a violation of ethical standards for anyone to offer, give, solicit, or accept gratuities, kickbacks, or job offers in connection with any District decision, contract, program, or procurement unless it is for small, promotional items or inexpensive meals. Even small gifts cannot be given in exchange for favorable treatment or influence over contracts, purchasing decisions, or other official duties. This includes employees, former employees (within six months of leaving), contractors, and subcontractors. Any proposal involving such unethical conduct will be disqualified and cannot be reinstated.

15. Debarment: Vendors certify that they are not debarred or suspended by any federal, state, or local agency.

Scope of Professional Services Project Purpose

The purpose of this Master Plan is to establish a comprehensive, community-informed strategic framework to guide decision-making related to:

Parks and open space planning Recreation programming Operations and maintenance Staffing and organizational structure Capital improvements Long-range financial planning

The Master Plan shall provide a ten (10) year planning horizon and serve as a policy, operational, and budgeting tool for the Superintendent and Board of Education.

Scope of Services

The selected consultant (“Consultant”) shall provide professional services necessary to complete the Master Plan, including but not limited to the following:

A. System Assessment and Analysis

1. Evaluate existing public and private recreational facilities and programs serving the District community and surrounding areas.

2. Conduct condition assessments of District-owned parks, open space, trails, and recreation facilities, including lifecycle and deferred maintenance analysis.

3. Evaluate program participation levels, cost recovery, and performance metrics.

4. Review Parks and Recreation budget, operational structure, staffing levels, and maintenance practices.

5. Identify service gaps, deficiencies, and opportunities for improvement.

6. Analyze demographic trends and projected growth impacts.

7. Develop prioritized recommendations for rehabilitation, expansion, or development of facilities.

B. Conceptual Planning

1. Prepare alternative conceptual site plans and renderings for identified improvement areas.

2. Develop system-wide connectivity concepts for parks, greenways, and trail systems.

3. Identify land acquisition or facility expansion priorities, where appropriate.

C. Financial and Operational Analysis

1. Provide maintenance and operations projections under:

o Existing funding levels o Accelerated funding scenarios (five- and ten-year projections)

2. Identify capital improvement costs and phased implementation schedules.

3. Provide funding alternatives consistent with Colorado law, including:

o Grants o Capital reserves o Certificates of participation or other lawful financing mechanisms o Intergovernmental partnerships o Public-private partnerships

All financial recommendations must recognize that any future tax increase, bonded indebtedness, or multi-year financial obligation may be subject to Board approval and, where applicable, voter approval pursuant to Article X, Section 20 of the Colorado Constitution (“TABOR”).

D. Public Engagement

The Consultant shall conduct a comprehensive public engagement process, including:

Stakeholder interviews (Board members, District administration, Parks and Recreation staff, facility users, community partners).

Facilitation of a Citizen Advisory Committee (minimum of three meetings).

Two public community meetings.

A statistically valid household survey within the District service area.

Youth-focused outreach to students and program participants.

Regular project updates suitable for posting on the District website.

Presentations to the Board of Education and Parks & Recreation Advisory Board including:

o Initial project presentation o Interim progress updates o Final presentation of draft and final Master Plan

All engagement activities shall comply with the Colorado Open Meetings Law (C.R.S. § 24-6-401 et seq.) where applicable.

Deliverables

A. Draft and Final Master Plan

The Master Plan shall include:

Executive summary Existing conditions analysis Community engagement findings Needs assessment Capital improvement plan (5- and 10-year horizons) Maintenance and operations projections Funding strategy analysis Implementation plan with prioritization schedule

B. Conceptual and Mapping Deliverables

All mapping shall be provided in GIS-compatible format and PDF format and include:

Existing parks, open space, trails, and recreational facilities Service area analysis Proposed system-wide improvements Trail and greenway connectivity concepts

C. Format Requirements

One (1) electronic copy of the final Master Plan (PDF).

Electronic copies of all GIS files, renderings, and conceptual plans.

Up to ten (10) printed bound copies of the final document.

Information to Be Provided by the District

The District will provide available existing materials, including:

Maps and aerial photography Previous Master Plan documentation Facility inventories and summaries Budget and operational data Event and programming data Relevant contact information

The District makes no representation as to the completeness or accuracy of provided materials.

Proposal Response Requirements

1. Cover Letter (one-page, official letterhead) signed by an authorized representative

Qualifications, licensure, and experience of the firm

2. Signed Cover Sheet

3. W9 / UEI documentation

4. Exhibits 1–3

5. Proposed Pricing / Fee Schedule

6. References (three relevant projects)

7. Project Personnel

Qualifications and availability of key personnel

8. Understanding & Approach

Project Schedule and Management Plan

9. Redacted version, if applicable

10. Additional attachments, if applicable

Exhibit 1: Confidential Statement ‘I/We acknowledge that after the award of this solicitation, all of, or part of this submittal may be released to any person or firm who may request it, as prescribed by the State of Colorado Open Records Act CRS 24-72-201 et seq., as amended, and that:

None of this submittal is considered proprietary and/or confidential

OR

_____The portions/pages of this submittal identified below are proprietary and/or confidential for the reasons stated (cite the specific exemptions allowed by the Colorado Open Records Act/Government Code). If this section is selected, a clearly identified redacted softcopy of the original Response is required.

Page: Code: Reason:

General reference to the Freedom of Information Act (FOIA) or Colorado Open Records Act (CORA) is insufficient justification. The District has the final discretion in determining whether information is subject to disclosure under CORA.

I/We acknowledge that the above statements may be subject to legal review and challenge.

The signature below indicates that the applicant has read all the information provided above and agrees to comply in full. This form is considered a section of the Request for Proposal, RFP 26-27-

010. Therefore, this signed document shall be considered and fully submitted with the original package.

Authorized Representative’s Signature Date

Printed Name Title

Company

Exhibit 2: Certification Regarding Debarment, Suspension, and Other Responsibility Matters The undersigned duly authorized official of the proposer certifies to the best of its knowledge and belief, that it and its principals:

They are not presently debarred, suspended, proposed for debarment, or declared ineligible or voluntarily excluded from covered transactions by any federal department or agency.

Are presently active and in good standing on SAMS.gov

Are required to be in good standing throughout the contract term

Have not within three years preceding this Response been convicted of or had a civil judgment rendered against them for the commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification, or destruction of records, making false statements or receiving stolen property.

Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (federal, state, or local) with the commission of any of the offenses enumerated in paragraph

(B) of this certification; and

Have not, within three years preceding this application/response, had one or more public transactions (federal, state, or local) terminated for cause or default.

Are not on the Comptroller General’s List of Ineligible Bidders or any similar list maintained by any other governmental entity.

Where the proposer cannot certify to any of the statements in this certification, such prospective participant shall attach an explanation to this Response.

(Check One)

☐ I DO CERTIFY □ I DO NOT CERTIFY

Exhibit 3: Non-Collusion Affidavit The undersigned duly authorized official of the proposer hereby certifies, to the best of her/his knowledge and belief, that:

1. That I am an officer or employee having the authority to sign on behalf of the corporation, and,

2. That the prices in the attached Response were arrived at independently without collusion, consultation, communication, or any agreement to restrict competition as to any matter relating to such prices with any other proposer or with any other competitor regarding an understanding, or planned standard course of action with any other vendor of materials, supplies, equipment, or service described in the RFP designed to limit independent Responses or competition; and

3. That unless otherwise required by law, the contents and prices contained in the Response have not been communicated by its employees or agents to any person, not an employee or agent, or its surety on any bond furnished with the Response, and will not be communicated to any such person before the official opening of the Response; and,

4. I have fully informed myself regarding the accuracy of the statements made in this affidavit.

☐ I DO CERTIFY ☐ I DO NOT CERTIFY

Attachment A – Insurance Requirements

Insurance Type Amount Required Req Waived General Liability $2,000,000 each occurrence;

$2,000,000 general aggregate;

$2,000,000 products & completed operations aggregate $50,000 damage to the premises rented to you

X

Automobile Liability $1,000,000 for each accident, combined single limit X

Workers’ Compensation $500,000 each accident $500,000 disease – policy limit $500,000 disease – each employee

X

Subrogation Waiver X

Umbrella Liability X

Cyber/Network Security & Privacy Liability

$1,000,000 each occurrence;

$2,000,000 general aggregate X

Pollution Liability $1,000,000 each occurrence and aggregate. When the Work involves hazardous materials, environmental remediation, or disturbance of asbestos, lead, mold, or other regulated substances, the Contractor shall maintain Pollution Liability insurance.

X

Professional Liability $1,000,000 each occurrence and aggregate. If the Contractor provides design, design-assist, or professional services, the Contractor shall maintain Professional Liability (Errors and Omissions) insurance.

X

Crime Insurance $1,000,000 single limit X

Builder’s Risk The Contractor shall purchase and maintain All Risk Builder's Risk insurance upon the entire Project to One Hundred Percent (100%) of the insurable value thereof for the benefit of the Owner and the Contractor.

X