biddoc.pdf

REQUEST FOR PROPOSALS

Sheila Stout Memorial Softball Field Staircase and Handrail Replacement Project

Proposal Due Date: October 5th, 2026, by 5 pm MST

(Proposals Must Be Received by Date and Time Specified to Be Considered)

The Town of Buena Vista is seeking one or more qualified contractor(s) to remove the existing wooden stairs at the Sheila Stout Memorial Field and construct a new reinforced concrete staircase and steel handrail system within the existing footprint. The contractor shall provide all labor, materials, equipment, demolition, excavation, concrete, reinforcement, steel fabrication, installation, backfill, compaction, cleanup, and other work necessary to complete the project. All work shall comply with applicable Town of Buena Vista requirements, Town Code, current IBC standards, 2010 ADA Standards, and all other applicable codes and project specifications. The project plans and specifications below provide detailed construction requirements and dimensions.

Important Dates:

RFP Publish Date: DATE: September 16th, 2026 On Site Tour (Optional): DATE: Upon Request Vendor Questions Due: DATE: September 28th, 2026 by 5:00pm

Questions Responses Published: DATE: September 30th, 2026 Sealed Proposals Due: DATE: October 5th, 2026 by 5:00pm Bid Proposal Opening DATE: October 6th, 2026 at 10:00am Committee Reviews RFPs: DATE RANGE: October 7-9th, 2026 Notice of Intent to Award Contract: DATE: October 12th, 2026 Approval of Contract: DATE: October 13th, 2026 Project Start: DATE: October 15th, 2026 Project Complete: DATE: November 1st, 2026

*Submit all questions before the question deadline above to both Earl Richmond, Special Projects Manger erichmond@buenavistaco.gov. and Robert Garza, Town Engineer, rgarza@buenavistaco.gov

A copy of the Request for Proposal (RFP) and any associated exhibits may be obtained as follows: from

Bidnet Direct (www.bid-net-netdirect.com/colorado), the Town’s website

(https://www.buenavistaco.gov/2228/RFPs-RFQs), or can be picked up at Town Hall East – 713 E. Main Street, Buena Vista, CO 81211 mailto:erichmond@buenavistaco.gov mailto:rgarza@buenavistaco.gov http://www.bid-net-netdirect.com/colorado https://www.buenavistaco.gov/2228/RFPs-RFQs

Sealed Proposals Submission All proposals must be received by the Town of Buena Vista no later than 5:00pm Mountain Time on October 5, 2026. Proposals received after the stated deadline will be considered late and will not be accepted or considered for award. Proposals may be submitted electronically in PDF format by email to:

Earl Richmond Recreation Special Projects Manager erichmond@buenavistaco.gov Proposals will be received and held until the deadline.

Alternatively, sealed proposals may be delivered or mailed to:

Town of Buena Vista Attn: Earl Richmond 713 E. Main Street P.O. Box 2002 Buena Vista, Colorado 81211

For physical submissions, the envelope shall be clearly marked:

SEALED PROPOSAL – SHEILA STOUT MEMORIAL SOFTBALL FIELD STAIRCASE AND HANDRAIL

REPLACEMENT

The Town is not responsible for proposals that are delivered late, misdirected, or otherwise not received by the specified deadline. Proposals shall remain valid for a minimum of thirty (30) calendar days following the bid due date unless otherwise specified by the Town.

The Town reserves the right to reject any or all proposals, to waive minor informalities or irregularities in a bid, and to award the contract in accordance with applicable Town procurement requirements. The Town also reserves the right to request clarification of information submitted by a contractor when deemed necessary for evaluation.

Project Description:

The current condition of the existing wooden stairs is nearing the end of its useful life and requires replacement. The replacement of 16 steps and 2 landings will involve removal and installation within the same footprint. The proposed replacement will add a new bottom, middle, and top landing, with stairs in between, for a total of 16 steps and 3 landings. The middle landing for the project will include a 6" stand up curb or retaining curb that will replace the existing wooden beam acting as a small retaining structure. The top landing will be constructed to a width and length that meets the proposed plan sheet and the boundary of the existing concrete platform. The middle landing will be constructed at the same dimensions as the existing timber one on site. The bottom landing will be constructed into dimensions of 8' X 3' X 6".

The handrails and framework consist of 2" O.D. steel tubing and shall be saddled at each post.

The proposal shall include the requirements of TOBV Development and Infrastructure and Municipal Code, latest International Building Code (IBC), and 2010 ADA codes for concrete, handrail materials, height, handrail locations, backfill, compaction, demolition, rebar reinforcement and sizing, installation, fabrication, and any else that may apply.

The Contractor shall furnish all labor, materials, equipment, fabrication, installation, painting, tools, and supervision necessary, and incidentals necessary to construct and install a new reinforced concrete staircase and handrails for the Sheila Stout Ballfield, including but not limited to the following:

The contractor will also be responsible for coordinating logistics, mobilizing equipment, minimizing disturbance to adjacent areas, and adhering to best practices for trail building in sensitive environmental zones. Final deliverables shall meet the Town’s standards for durability, safety, and minimal long-term maintenance, while supporting both recreational and event-based use. All work must comply with applicable local regulations, and the Town reserves the right to approve materials, methods, and any proposed changes to the original trail concept.

Contractors may submit a proposal for the complete project, the concrete work only, or the handrail work only. Proposals must clearly identify the scope included. Proposals for the complete project shall show separate prices for concrete and handrail work. The Town reserves the right to award the project to one contractor or award the concrete and handrail work separately.

Concrete Stair Work Contractor shall perform the following duties, as directed by the Town:

• Construct reinforced concrete footers measuring approximately 10 inches thick, 18" minimum depth, reinforced with #4 continuous reinforcing bars in both directions, or as required for structural integrity.

• Construct concrete landings measuring approximately 6 inches thick, reinforced as necessary to meet project requirements; Use the Town of Buena Vista's Sidewalk detail.

• Construct an approximately 96-inch-wide concrete staircase, consisting of approximately sixteen

(16) steps, with risers of approximately 5½ inches for the top stairs and 6 inches for the bottom.

The treads are approximately 15 inches and 12 inches, with final dimensions to be field verified.

See also the attached proposed plan and details.

• Furnish and place approximately 7 cubic yards of 4,000 PSI concrete, more or less as field conditions require.

• Provide all required formwork, reinforcement placement, concrete placement, finishing, curing, and form removal necessary for completion of the work.

• All exposed walking surfaces shall receive a broom finish to provide slip resistance and pedestrian traction. Coordination / Site Work.

• Contractor shall coordinate with Town Public Works staff, including the Town Engineer, who will provide project management assistance and coordination throughout construction.

• Contractor shall protect existing adjacent improvements or conditions and restore any disturbed areas resulting from construction activities.

• Contractor shall remove all additional construction debris and leave the project site in a clean, safe condition upon completion.

Handrail Duties Contractor shall perform the following duties, as directed by the Town:

• The handrail system shall be designed and installed in compliance with all applicable International Building Code (IBC), and 2010 ADA Standards for Accessible Design requirements.

The total linear foot of rail is 56LF more or less as field conditions require.

• The primary handrail framework and support posts shall consist of 2" outside diameter galvanized steel, meeting all requirements from the 2010 ADA Design requirements.

• Handrail assemblies shall be installed along both sides of all stairways and landings following the proposed plan.

• The handrail posts shall be mounted, on center, 6 inches from the edge of concrete at 8' max spacing to steel base plates anchored with concrete anchors. See detail sheet.

• Each handrail assembly shall be 2-inch diameter round steel graspable handrail attached to the posts and installed at code-compliant heights.

• All components shall be securely fastened and finished with a protective painted coating. Paint may be recommended by the contractor and is subject to approval by the Town.

• Contractor to provide the materials and specifications for the railing, posts, plates, paint, and concrete anchoring bolts to the Town Engineer for review before fabrication.

• The Contractor shall provide a complete, fully installed handrail system ready for public use upon project completion.

• If awarded separately, the handrail contractor shall coordinate with the concrete contractor regarding dimensions, anchoring requirements, and installation timing.

Reservation of Rights, Disclaimers, Disclosures and Instructions:

All responses, inquiries, and correspondence relating to the RFP, and all reports, charts, displays, schedules, exhibits, and other documentation produced by any vendor and submitted as part of a proposal shall be deemed the property of the Town upon opening of the proposal, will not be confidential, and will be subject to disclosure under the Colorado Open Records Act.

The successful bidder will be required to enter into the Town's standard PSA (professional services agreement.)

All costs incurred by a respondent in preparing and responding to this RFP are the sole responsibility of the respondent. Any recipient of this RFP who responds hereto, fully acknowledges all the provisions and agrees to be bound by the terms hereof. Any response submitted pursuant to this RFP is at the sole risk and responsibility of the party submitting such response.

Detailed Response Instructions:

A. Formal cover letter indicating:

a. The firm has read this entire request for proposals (RFP) document and understands its contents.

b. The firm’s intent to offer services related to this request.

c. The firm’s website, social media sites (if applicable) and point of contact information.

d. A minimum of two references from previous or current clients.

e. This letter must be signed by an authorized representative of the firm.

B. Detailed proposal responding to scope of work:

a. Explain the intended approach, execution and deliverables, including a timeframe and budget for each stage and both Option A and Option B.

C. Summary of the firm’s qualifications:

a. Does the firm have experience working with municipal/government clients, which included working with the local community on the project? If so, please provide at least one example of the completed work for a municipal/government entity.

b. Give at least one detailed example of a similar project completed. What were the results of this project?

c. Who from the firm will be working on the project (by specific staff person name, job title and résumé of relevant work experience) and indicate – by percentage – the approximate amount of time each person will spend on this project?

d. Who will be the day-to-day contact and what are his/her qualifications for managing this type of project?

D. Provide the legal name and address of the company, including name, title, address, and telephone number of the person to contact concerning the proposal. The proposal must be signed by an individual or individuals authorized to execute documents on behalf of the proposer.

Selection Criteria:

Proposals will be evaluated based upon the information submitted. The following criteria will be the primary considerations for selecting a proposal:

1. Project understanding, approach and schedule 25 points

2. Experience and availability of project team 20 points

3. Experience on similar projects, including past record of performance 20 points

4. Overall quality and responsiveness of proposal 10 points

5. Price 25 points

*A 2-point local preference will be given to local contractors for Buena Vista companies; 1-point for Chaffee County companies.

The Town will enter into an agreement based on the proposal determined to be the most beneficial to the Town. The Town reserves the right to reject any or all proposals, without obligation to the Town, and to negotiate additional terms or alterations with respect to the proposal.

The Town will enter into an agreement based on the proposal determined to be the most beneficial to the Town. The Town reserves the right to reject any or all proposals, without obligation to the Town, and to negotiate additional terms or alterations with respect to the proposal.

For questions about the content of this RFP, proposers are specifically directed not to contact any Town personnel other than the person indicated below. All inquiries concerning this RPF should be directed to:

Earl Richmond, Recreation Special Projects Manager erichmond@buenavistaco.gov

(719) 221-1461

Robert Garza, Town Engineer rgarza@buenavistaco.gov mailto:rgarza@buenavistaco.gov

Exhibit A: Town Engineer Specifications

Existing Conditions

Location:

714 E Main St, Buena Vista, CO. 81211