biddoc.pdf

CITY OF WRAY RFQ 144-2026 Page 1 of 11

CITY OF WRAY, COLORADO

REQUEST FOR QUALIFICATIONS FOR INDEPENDENT MUSEUM

PROFESSIONAL COLLECTION MOVE COORDINATOR

RFQ No. 144-2026

I. INTRODUCTION

II. BACKGROUND

III. PROJECT BUDGET

IV. BIDDER’S ACKNOWLEDGEMENT

V. BIDDER’S REPRESENTATIONS

VI. BIDDER’S CERTIFICATION

VII. BASIS OF BID

VIII. SCOPE OF WORK

IX. PRELIMINARY SCHEDULE

X. SELECTION CRITERIA

XI. SUBMISSION REQUIREMENTS

XII. CONTENTS OF PROPOSAL

XIII. TERMS AND CONDITIONS

XIV. REQUESTS FOR CLARIFICATION

Release Date: August 27, 2026

CITY OF WRAY RFQ 144-2026 Page 2 of 11

I. INTRODUCTION

The City of Wray is soliciting sealed proposals from qualified firms or individuals for professional, work-for-hire services of an Independent Museum Professional (IMP) to complete an inventory assessment and assist with the relocation of the Museum’s collection in accordance with an approved plan of work. The assessment will document the Museum’s extensive collection of art, cultural, and historic artifacts.

The City is seeking proposals that demonstrate the respondent’s qualifications, relevant experience, and proposed approach to successfully completing the scope of work within the City’s established project budget.

The IMP Move Coordinator will serve as the collection’s preventive conservator and registrar throughout the project and will be responsible for maintaining the physical and intellectual integrity and safety of the collection. Responsibilities will include conducting pre and post-move assessments of the collection and providing basic collections care and handling training to Museum staff, interns, and volunteers assisting with the inventory assessment and relocation of the collection.

The City of Wray has partnered with BidNet as part of the Rocky Mountain E-Purchasing System to post bid opportunities. As a vendor, you can register with the Rocky Mountain E-Purchasing System and see all available bids and opportunities. By selecting automatic bid notification, your company will receive emails when the City of Wray releases a bid opportunity that matches your company's interests.

Proposals submitted in response to the Request for Qualifications (RFQ) document prepared by the City of Wray dated August 27, 2026, shall be submitted electronically at www.bidnetdirect.com//cityofwray no later than 12:00 p.m. (local time) on Monday, September 21, 2026 to be considered in the selection of the services solicited herein.

A virtual pre-bid meeting will be held at 10:00 am (local time) on September 9, 2026 at:

https://us02web.zoom.us/j/86551624476?pwd=vgnuDtIkZaNDa4vCI6YDaKykbPqiVo.1

Attendance is optional, however, prospective bidders are encouraged to participate.

The undersigned Bidder proposes and agrees, if this Bid is accepted, to enter into an Agreement with Owner to perform all Work as specified or indicated in the Bidding Documents for the prices and within the times indicated in this Bid and in accordance with the other terms and conditions of the Bidding Documents.

II. BACKGROUND

The City of Wray, Colorado (City), in partnership with the East Yuma County Historical Society (EYCHS), is undertaking a comprehensive Wray Museum Collection Move Project in conjunction with the development of a new Wray Museum facility. The City owns and oversees the daily operations of the Wray Museum, while the EYCHS owns the Museum Collection and works cooperatively with the City and Museum staff in its acquisition, care, exhibition, and disposition.

The Wray Museum's mission is to inspire appreciation and understanding of the vibrant history of Wray and the surrounding area through the documentation, study, and exhibition of artifacts in order to foster community pride and enhance the quality of life for present and future generations. The Museum's collection includes art, cultural and historic artifacts, archival materials, photographs, https://www.bidnetdirect.com/cityofwray https://www.bidnetdirect.com/cityofwray https://us02web.zoom.us/j/86551624476?pwd=vgnuDtIkZaNDa4vCI6YDaKykbPqiVo.1

CITY OF WRAY RFQ 144-2026 Page 3 of 11 institutional records, natural science specimens, and material culture documenting the tri-state region from pre-history to the present.

The existing Museum facility and collection storage areas present significant limitations to the long-term stewardship of the Collection. The existing facility is aging and located within or adjacent to a 100-year floodplain, provides limited storage and exhibit space, and lacks environmental controls consistent with current museum industry best practices.

To address these concerns, the Museum will relocate to a new facility as part of the Wray Civic Center Complex. The new facility is planned to include approximately 3,987 square feet of collection storage, including a 1,405-square-foot environmentally controlled collection storage room, a 309-square-foot Collection Processing Lab, and a 1,026-square-foot Research and Education Room. The new facility will allow the Museum to consolidate the Collection, improve environmental conditions and collections stewardship, and expand access for research, education, exhibition, and public programming.

In preparation for the relocation, the City and EYCHS are implementing a multi-phase Collection Move Project consisting generally of: (1) evaluation and inventory of the Collection; (2) installation and environmental testing of new storage systems and spaces; and (3) packing, relocation, verification, and rehousing of the Collection.

The Collection has not undergone a complete inventory since it was moved to its current location in 1989. The Museum began using PastPerfect Museum Software in 2013, and approximately 75 percent of the Collection has since been reviewed. The remaining materials include archival materials, institutional records, and photographs. As part of this project, collection objects will be identified, examined, photographed, documented, assessed for condition, assigned appropriate collection and insurance information, and assigned storage locations.

The City is seeking Statements of Qualifications and proposed approaches from qualified Independent Museum Professionals (IMP) to serve as the Collection Move Coordinator. The City has established a budget for these professional services and intends to select the consultant based upon demonstrated qualifications, relevant experience, understanding of the project, and the proposed approach to completing the work within the City's established project parameters and budget.

III. PROJECT BUDGET

The City has established a total budget of $187,200 for the professional services of the IMP Collection Move Coordinator described in this RFQ. Respondents should develop their proposed approach and anticipated level of effort with consideration of the established budget.

The established budget is intended to cover all professional services necessary to complete the Scope of Work, including labor, travel, lodging, mileage, administrative expenses, and other costs associated with performance of the services, unless otherwise specifically identified in the respondent's proposal.

Respondents will be asked to provide a proposed allocation of the established budget by project phase, task, or anticipated level of effort as part of the City's subsequent scope and contract negotiations.

IV. BIDDER’S ACKNOWLEDGEMENT

Bidder accepts all of the terms and conditions of the Instructions to Bidders, including without

CITY OF WRAY RFQ 144-2026 Page 4 of 11 limitation those dealing with the disposition of Bid security. This Bid will remain subject to acceptance for 60 days after the Bid opening, or for such longer period of time that Bidder may agree to in writing upon request of Owner.

V. BIDDER’S REPRESENTATIONS

A. Bidder has examined and carefully studied the Bidding Documents, and any data and reference items identified in the Bidding Documents, and hereby acknowledges receipt of the following exhibits:

Exhibit A: Bid Submittal

B. Bidder is familiar with and is satisfied as to all Laws and Regulations that may affect cost, progress, and performance of the Work.

C. Bidder agrees, based on the information and observations referred to in the preceding paragraph, that no further examinations, investigations, explorations, tests, studies, or data are necessary for the determination of this Bid for performance of the Work at the price bid and within the times required, and in accordance with the other terms and conditions of the Bidding Documents.

D. Bidder is aware of the general nature of work to be performed by Owner and others at the Site that relates to the Work as indicated in the Bidding Documents.

E. Bidder has given Owner written notice of all conflicts, errors, ambiguities, or discrepancies that Bidder has discovered in the Bidding Documents, and confirms that the written resolution thereof by Owner is acceptable to Bidder.

F. The Bidding Documents are generally sufficient to indicate and convey understanding of all terms and conditions for the performance and furnishing of the Work.

G. The submission of this Bid constitutes an incontrovertible representation by Bidder that Bidder has complied with every requirement of this Article, and that without exception the Bid and all prices in the Bid are premised upon performing and furnishing the Work required by the Bidding Documents.

VI. BIDDER’S CERTIFICATION

Bidder certifies that:

A. This Bid is genuine and not made in the interest of or on behalf of any undisclosed individual or entity and is not submitted in conformity with any collusive agreement or rules of any group, association, organization, or corporation;

B. Bidder has not directly or indirectly induced or solicited any other Bidder to submit a false or sham Bid;

C. Bidder has not solicited or induced any individual or entity to refrain from bidding; and D. Bidder has not engaged in corrupt, fraudulent, collusive, or coercive practices in competing for the Contract. For the purposes of this Paragraph 4.01.D:

1. “corrupt practice” means the offering, giving, receiving, or soliciting of anything of value likely to influence the action of a public official in the bidding process;

2. “fraudulent practice” means an intentional misrepresentation of facts made (a) to influence the bidding process to the detriment of Owner, (b) to establish bid prices at artificial non‐competitive levels, or (c) to deprive Owner of the benefits of free and open competition;

3. “collusive practice” means a scheme or arrangement between two or more Bidders, with or without the knowledge of Owner, a purpose of which is to establish bid prices at artificial, non‐competitive levels; and

CITY OF WRAY RFQ 144-2026 Page 5 of 11

4. “coercive practice” means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in the bidding process or affect the execution of the Contract.

VII. BASIS OF BID

Bidder will complete the following Scope of Work in accordance with the Contractor Agreement and Standard General Conditions:

A. Contractor to provide all labor to complete the project.

B. Contractor is responsible for damage to any existing features and shall be repaired in-kind by the contractor at their cost.

C. Contractors are responsible for verifying all measurements and information prior to beginning work.

D. The Contractor will furnish the city with a beginning date and ending date for the work to be completed.

E. This RFQ is not a contract. Following the RFQ process, Owner will facilitate contract development and execution with selected bidder.

VIII. SCOPE OF WORK

1. General Responsibilities The selected IMP Collection Move Coordinator will provide professional museum collection management, preventive conservation, registration, inventory, documentation, and move coordination services throughout the Collection Move Project.

The IMP Collection Move Coordinator will serve as the Collection's preventive conservator and registrar throughout the project and will be responsible for protecting the physical and intellectual integrity of the Collection during assessment, preparation, packing, relocation, and rehousing activities.

The coordinator will work closely with the Wray Museum Director, Museum staff, the EYCHS Board, City representatives, interns, volunteers, contractors, and other project professionals as necessary to successfully complete the work.

2. Project Planning and Coordination The IMP Collection Move Coordinator will:

A. Review existing collection policies, records, databases, facility information, storage plans, and other relevant project documentation.

B. Work with the Museum Director, EYCHS Board, and City to establish project priorities, workflow, sequencing, documentation standards, and evaluation measures.

C. Develop and maintain a detailed Collection Move Plan/Plan of Work addressing inventory, assessment, documentation, packing, handling, labeling, transportation, verification, and rehousing.

D. Establish procedures and quality-control measures designed to maintain accountability for collection objects throughout the project.

E. Participate in regular project coordination meetings with the Museum Director and other project stakeholders.

F. Identify collection-related risks, constraints, or conditions that may affect the project schedule or safe handling of the Collection and recommend appropriate corrective measures.

The grant work plan anticipates monthly meetings with the Museum Director and Museum Board to review project status, priorities, challenges, discoveries, and progress.

CITY OF WRAY RFQ 144-2026 Page 6 of 11

3. Collection Inventory and Assessment The IMP Collection Move Coordinator will oversee and participate in a comprehensive inventory and assessment of the Museum Collection.

Work is anticipated to include:

A. Locating and identifying collection objects.

B. Reconciling physical objects with existing collection records.

C. Reviewing and updating PastPerfect Museum Software records.

D. Creating records for collection materials not currently entered into the collection management system.

E. Photographing objects as appropriate for identification and documentation.

F. Preparing baseline condition assessments.

G. Identifying objects requiring conservation attention or specialized handling.

H. Identifying broken, hazardous, deteriorated, unidentified, or otherwise problematic collection materials for further review by Museum staff and EYCHS.

I. Assisting with documentation of provenance and other available collection information.

J. Assigning or confirming collection priority, insurance information, and proposed storage locations, as appropriate.

K. Developing a system for tracking objects from their existing locations through packing, transportation, and placement within the new facility.

The inventory is intended to improve collection stewardship and identify objects requiring attention due to deterioration while allowing the Museum to reorganize and make better use of available storage.

4. Preventive Conservation and Collections Care The IMP Collection Move Coordinator will provide preventive conservation guidance throughout the project, including:

A. Establishing appropriate handling and temporary storage procedures.

B. Recommending appropriate archival packing and rehousing materials.

C. Recommending appropriate cataloging supplies, tools, and equipment.

D. Advising on packing methods based upon object type, material, condition, size, and vulnerability.

E. Identifying objects requiring specialized conservation treatment or professional assistance beyond the scope of basic collections care.

F. Advising the Museum regarding appropriate environmental conditions for collection storage.

G. Assisting with procedures intended to minimize risks associated with shock, vibration, environmental fluctuations, pollutants, light exposure, pests, and improper handling.

The new storage environment is intended to address temperature, relative humidity, pest control, conservation, handling, disaster planning, and location inventories while incorporating archival materials and compact storage systems consistent with museum best practices.

5. Staff, Intern, and Volunteer Training The IMP Collection Move Coordinator will develop and provide basic collections-care and handling training for Museum staff, interns, and volunteers participating in the project.

Training should address, as applicable:

A. Proper object handling techniques;

B. Personal and collection safety;

C. Condition observation and documentation;

D. Object identification and labeling;

CITY OF WRAY RFQ 144-2026 Page 7 of 11

E. Packing and unpacking procedures;

F. Use of archival materials;

G. Movement of fragile, oversized, or otherwise sensitive objects;

H. Inventory and tracking procedures; and I. Procedures for reporting damage, deterioration, discrepancies, or other concerns.

The Coordinator will provide sufficient instruction and oversight to allow staff, interns, and volunteers to safely assist with project activities while maintaining appropriate professional standards.

6. New Facility and Storage Preparation Prior to relocation of the Collection, the IMP Collection Move Coordinator will coordinate with the Museum Director regarding readiness of the new collection storage spaces.

The Coordinator's responsibilities are anticipated to include:

A. Reviewing proposed collection storage layouts and advising on placement based on collection type, size, condition, environmental needs, and anticipated frequency of access.

B. Assisting with development of the final location and shelving identification system.

C. Participating in staff training for new storage equipment.

D. Assisting with review and monitoring of environmental conditions prior to introducing collection materials into the new facility.

E. Reviewing available temperature, relative humidity, light, air-quality, and related environmental monitoring information and advising the Museum regarding collection readiness.

F. Identifying collection-related concerns that should be addressed prior to move-in.

The grant work plan specifically anticipates environmental testing before the Collection is introduced into the new facility, including monitoring of temperature, relative humidity, visible and ultraviolet light, air quality, particulate concentrations, and volatile organic compounds.

7. Collection Move Coordination The IMP Collection Move Coordinator will lead the collections-related aspects of the physical move and coordinate the orderly transfer of collection objects from the existing Museum and storage areas to the new facility.

Responsibilities will include:

A. Developing the collection move sequence and schedule in coordination with the Museum Director.

B. Establishing packing, labeling, and tracking procedures.

C. Overseeing final packing and preparation of collection materials.

D. Providing direction and oversight to interns, staff, and volunteers assisting with the move.

E. Monitoring collection handling and transportation activities to minimize the potential for damage.

F. Maintaining object accountability throughout the move.

G. Establishing and administering a verification system to check objects against the inventory upon arrival.

H. Directing or overseeing placement of collection objects into designated storage locations.

I. Updating PastPerfect and other collection records with final location information.

J. Documenting discrepancies, damage, or other conditions identified during relocation.

The grant work plan specifically calls for a verification system under which each item is checked against the inventory upon arrival and placed into its predetermined storage location.

CITY OF WRAY RFQ 144-2026 Page 8 of 11

8. Post-Move Assessment and Project Closeout Following completion of the physical move, the IMP Collection Move Coordinator will:

A. Conduct or oversee a post-move inventory verification.

B. Conduct or oversee post-move condition assessments as appropriate.

C. Confirm that collection location information has been accurately entered into the collection management system.

D. Identify unresolved discrepancies or conservation concerns.

E. Provide recommendations for continued preventive conservation and collection stewardship.

F. Participate in evaluation of the overall move process.

G. Prepare a Final Collection Inventory and Condition Assessment Report documenting project completion, findings, outstanding concerns, and recommendations.

The completed project is intended to leave the Museum with accurate collection records and images, improved storage conditions, and a collection that can ultimately be made more accessible to staff, researchers, educators, and the public.

IX. PRELIMINARY SCHEDULE

A. The Bidder will furnish the city with a beginning date and ending date for the project(s).

B. The City will extend days for completion depending on weather conditions; the City Manager will have final determination on any extension of time. Bidder accepts the provisions that for any delay that does not constitute an excusable delay under Section 108.09, of the CDOT Green Book, which is necessary to substantially complete the project, the Owner will deduct a daily charge of $300.00 per calendar day as liquidated damages from the Contract price.

C. Preliminary Project Schedule is as a follow:

August 27, 2026: RFQ Release Date September 9, 2026: Virtual Pre-bid Meeting at 10:00 AM (optional) September 16, 2026: Request for Clarification Deadline at 5:00 PM September 21, 2026: Proposals Due to the City of Wray by 12:00 PM October 13, 2026: Bids Reviewed by City of Wray November 16, 2026: Work May Begin (Subject to City Approval) June 30, 2028: Project completion and final inspection.

X. SELECTION CRITERIA

CRITERIA POINTS POSSIBLE

Experience with Municipalities of similar size 10 Capability to perform all aspects of the project 30 Qualifications & Professional Experience 25 Project Understanding & Proposed Approach 20 Availability & Timeline 15

TOTAL POINTS POSSIBLE: 100

XI. SUBMISSION REQUIRMENTS

A. Bidder must compete and submit the itemized bid submittal form (Exhibit A) of RFQ.

B. Bidder must provide a certificate of liability and worker’s compensation, with the City of Wray as additionally insured.

CITY OF WRAY RFQ 144-2026 Page 9 of 11

XII. CONTENTS OF PROPOSAL

A. Proposals at a minimum should include the following information and be limited to no more than thirty (30) pages:

1. Name, address, and brief description of the firm. Specify the name of the project supervisor if different.

2. Provide the name, address, and daytime telephone number for the individual authorized to enter into a contract with the City.

3. Statement of Qualifications; include similarly completed projects and up to three references.

4. Each stage of the scope of work outlined above. Describe the level of work to be performed.

5. Provide a written statement outlining the timeline as well as an estimated completion date

6. Provide a certificate of insurance to the City of Wray to prove that the contractor has liability coverage for not less than One Hundred Thousand Dollars ($100,000) for property damage, Five Hundred Thousand ($500,000) to any person for any number of claims arising out of a single occurrence for all damages other than property, and an aggregate of One Million Dollars ($1,000,000) for all claims arising out of a single occurrence. The contractor must also provide proof of Workers Compensation insurance or proof that the contractor is otherwise fully complying with the Workers Compensation laws of the State of Colorado.

7. Provide a completed itemized bid submittal form (Exhibit A).

XIII. TERMS AND CONDITIONS

1. Proposers are expected to examine exhibits, specifications, schedule of delivery, and all instructions. Failure to do so will be at the bidder’s risk.

2. Each bidder shall furnish the information required in the Request for Qualifications.

3. The Contract/Purchase Order will be awarded to the responsible bidder whose submittal, conforming to the Request for Qualifications, will be most advantageous to the City of Wray, price and other factors considered.

4. Any interpretation, correction or change of the RFQ documents will be made by Addendum.

Interpretations, corrections and changes of the RFQ documents made in any other manner will not be binding, and proposer shall not rely upon such interpretations, corrections and changes.

The City’s Representative will not be responsible for oral clarification.

5. All submittals must be received at the address and by the date and time specified herein.

6. Any submittal received after the identified date and time will be returned unopened.

7. Following the selection process, the proposal for the selected Proposer shall be made available for public review, except for any items that the Proposer has requested, in writing, to remain confidential under applicable law.

8. The City of Wray reserves the right to reject any or all proposals, to waive any informalities or irregularities therein, and to negotiate other terms in the proposals.

XIV. REQUESTS FOR CLARIFICATION

Any requests for clarification of additional information deemed necessary by any respondent to present a proposal shall be submitted electronically at www.bidnetdirect.com//cityofwray.

Requests must be received a minimum of five (5) calendar days prior to the submission deadline.

Any requests received after this deadline will not be considered.

Direct contact with City elected officials or City staff (with the exception of the City Manager) during the selection process, except when and in the manner expressly authorized by the Request for Qualifications documents, is strictly prohibited and may render the submittal as non-compliant.

Violation of this requirement is grounds for disqualification from the process.

https://www.bidnetdirect.com/cityofwray

CITY OF WRAY RFQ 144-2026 Page 10 of 11

EXHIBIT A: BID SUBMITTAL FORM

Bidder Name:

Address:

Daytime Phone:

Email:

Individual Authorized to enter into a contract with City of Wray:

Project Supervisor:

The Contract/Purchase Order will be awarded to the responsible bidder whose submittal, conforming to the Request for Qualifications, will be most advantageous to the City of Wray, price and other factors considered.

The City of Wray reserves the right to reject any or all proposals, to waive any informalities or irregularities therein, and to negotiate other terms in the proposals.

Additional information to be submitted with Bid if not stated elsewhere.

a. A cover letter.

b. A narrative statement detailing the firm's understanding of the requirements of the project and the capability to provide professional services for the project

c. A general description of the firm, including company organizational structure, size of company, recent experience in comparable municipal projects, and experience with projects funded by state and federal grants.

d. Identification of those key individuals who will be involved in the proposed project(s), setting forth their qualifications, backgrounds, experience, and specific responsibilities.

e. A representative list of previous clients and representative project comparable to the proposed project. Include contact person, municipality, project(s), and phone numbers.

f. Demonstrated capability to meet schedules/deadlines without delays, cost escalations, overruns, or contractor claims.

CITY OF WRAY RFQ 144-2026 Page 11 of 11

The Respondent shall provide a proposed allocation of the established $187,200 project budget among the following Scope of Work categories. The allocation shall include all professional services and associated costs necessary to complete the proposed work, unless otherwise specifically identified.

TASK ANTICIPATED

HOURS / QTY

PROPOSED TOTAL

Project Planning and Coordination $ Collection Inventory & Assessment $ Preventative Conservation & Collection Care $ Staff, Intern, and Volunteer Training $ New Facility & Storage Preparation $ Collection Move Coordination $ Post- Move Assessment & Project Closeout $

SUBTOTAL $

OTHER: Travel Expense and Per Diem $

OTHER: $

OTHER: $

SUBTOTAL $

GRAND TOTAL $

Estimated start date:_______________________ Estimated Time to Complete Project: ____________________

Bidder: [Indicate correct name of bidding entity]

By:

[Signature]:

[Printed name]: Title:

If Bidder is a corporation, a limited liability company, a partnership, or a joint venture, attach evidence of authority to sign.)

Submittal Date: _____________________________________________________