biddoc.pdf

RFP No. FAC2026-02

POLICE DEPARTMENT AND MUNICIPAL COURT SPACE STUDY

Facilities Division

1400 Caprice Castle Rock, CO 80109

Facilities Administrator: Scott J. Smith Email Contact: ssmith@crgov.com

REQUEST FOR PROPOSAL (RFP) NO. FAC2026-02

POLICE DEPARTMENT AND MUNICIPAL COURT SPACE STUDY

SCHEDULE OF EVENTS

Proposal Issued 9/30/26

Optional Site Visit by Appointment (see sec 1, C) Deadline for Vendor Questions 10/15/26-noon

Responses to Questions Issued 10/21/26-5pm

Proposal Due Date & Time 10/26/26-5pm

Anticipated Award within 60 days of Proposal Due Date

In accordance with Town of Castle Rock Municipal Code §3.02.060, all solicitations over $75,000 shall be solicited through formal sealed bidding unless exempted by the Town Manager or Town Council.

If you are unable to access any portion of this document due to a disability as defined under Colorado House Bill 21-1110, we are here to help! Please call us at 303-663-4440 or email the Town of Castle Rock’s Accessibility Team at Accessibility@crgov.com.

Table of Contents

PROPOSAL CERTIFICATION

Vendor offers to furnish to Town of Castle Rock the materials, supplies, products and/or services requested in accordance with the specifications and subject to the terms and conditions of the purchase(s) described herein:

COMPANY NAME:_______________________________________________________________________________ (Company name to be the legal entity that will enter into a contract with the Town if awarded pursuant to this solicitation)

ADDRESS:____________________________________________CITY:________________________STATE:_______

ZIP: ____________ PHONE NUMBER:_____________________ EMAIL: _________________________________

BY: ________________________________________ ________________________________________ (Printed or Typed Name) (Written Signature)

Signature constitutes acceptance of all terms and conditions listed on this form and all documents attached.

SECTION ONE: SCOPE OF WORK AND TECHNICAL REQUIREMENTS 3

A. PURPOSE 3

B. SCOPE OF WORK 3-4

i. MANDATORY REQUIREMENTS: 4

C. SITE VISIT 5

D. REFERENCES 5

E. VENDOR QUESTIONS AND REQUIREMENTS: 5

F. PROPOSAL ITEMS 6

G. TERM 6

H. ANTICIPATED TIMELINE OF AWARDS AND CONTRACT EXECUTION 6

I. SERVICE CONSIDERATIONS 6

SECTION TWO: PAYMENT AND PERFORMANCE 7

A. PRICING 7

B. PAYMENT TERMS 7

SECTION THREE: INSTRUCTIONS TO PROPOSERS 7

A. ROCKY MOUNTAIN E-PURCHASING SYSTEM (BIDNET®) 7

B. QUESTIONS AND ADDENDA 7

SECTION FOUR: PROPOSAL CONDITIONS & PROVISIONS 8

A. OFFEROR’S ACCEPTANCE OF THE REQUEST FOR PROPOSAL AND TERMS AND CONDITIONS 8

B. ETHICAL STANDARDS AND KICKBACKS 8

C. NON-COLLUSIVE PROPOSAL CERTIFICATION 8

D. EXAMINATION OF RECORDS 8

E. EVALUATION OF AWARDS 8

F. AWARD RECOMMENDATION AND APPROVAL 9

G. COLORADO OPEN RECORDS ACT (CORA) 9

H. REGISTRATION WITH THE COLORADO SECRETARY OF STATE 9

I. TERMINATION 10

J. CERTIFICATE OF INSURANCE 10

SECTION FIVE: SUBMISSION CHECKLIST 11

A. CHECKLIST 11

SECTION ONE: SCOPE OF WORK AND TECHNICAL REQUIREMENTS

A. PURPOSE

The Town of Castle Rock Facilities Division, hereafter referred to as the “Town,” solicits proposals from qualified and responsible professional consulting firms to perform a comprehensive space study for the long-term needs and facility options for the Police Department and Municipal Court. The study will establish current conditions, evaluate and validate future staffing, space, storage and parking needs through Town buildout, and identify practical options for meeting those needs.

B. SCOPE OF WORK

The consultant shall provide all professional services necessary to complete a long-term space study for the Police Department and Municipal Court. The study shall be outcome-focused and shall not assume a preferred facility solution in advance.

1. Existing Conditions Assessment

• Assess the current conditions and utilization of the existing Police Department and Municipal Court building and site.

• Document current staffing and how existing staff are accommodated within the facility.

• Evaluate office, operational, support, specialty and shared-use spaces.

• Evaluate functional adjacencies, operational workflows, circulation, public, semipublic and secure security zones, and public interface to identify space relationships that support safe and efficient Police Department and Municipal Court operations.

• Evaluate existing storage, including operational, equipment and specialty storage.

• Evaluate Police fleet parking, employee parking, Municipal Court and public parking, and other site parking demands.

• Identify building and site limitations that affect current operations or future growth.

• Review available building plans and other background information provided by the Town and verify existing conditions as needed through field observations and staff interviews.

2. Future Staffing, Space and Parking Needs

• Collaborate with Police Department, Municipal Court, Facilities and other appropriate Town staff to determine and validate future staffing, operational, space, storage and parking needs as the Town reaches full buildout.

• Evaluate future staffing assumptions using appropriate operational factors and professional planning methodology rather than relying solely on a population ratio.

• Factors considered should include, as applicable, workload, service levels, call volumes, response metrics, development trends, specialty functions, technology and other operational requirements. Note that holding cells/jail facilities do not need to be included.

• Translate validated staffing and operational needs into a long-term space program including offices, workstations, operational areas, support space, storage, specialty space and parking requirements.

• Distinguish Police operational fleet parking from employee, Municipal Court and public parking so each demand is evaluated appropriately.

• Provide a gap analysis comparing existing space to required buildout space and identify the resulting deficiencies by function.

• Provide a recommended total gross building area and supporting space program for the Police Department and Municipal Court at Town buildout.

3. Staff Collaboration and Stakeholder Engagement

• Recommend the number and type of meetings, workshops or staff interviews needed to complete the study.

• Identify the Town staff, departments, work groups or other stakeholders the consultant recommends meeting with.

• Describe the purpose of each meeting or engagement activity and the information expected to be gathered.

• Identify any surveys, data collection, field observations or follow-up meetings needed to validate staffing, space, storage and parking requirements.

4. Facility Options

• Evaluate modification or better utilization of the existing facility.

• Evaluate expansion or substantial renovation of the existing facility, if feasible.

• Evaluate construction of a new facility.

• Identify and evaluate other viable facility or site options resulting from the consultant’s analysis.

• Evaluate each viable option against the same long-term staffing, space, storage, parking and operational requirements to allow a meaningful comparison.

• Compare viable options based on cost, schedule, operational impact and phasing in addition to their ability to meet the identified long-term requirements.

5. Concept Development and Final Deliverables

• Provide concept statements describing each viable facility approach.

• Provide concept-level drawings, diagrams and/or plans sufficient to illustrate space organization and major functional relationships.

• Provide conceptual floor plans and site plans as appropriate to communicate each option.

• Provide parking and Police fleet concepts.

• Identify the advantages, limitations and major planning considerations associated with each option.

• Provide planning-level cost estimates for comparison of the viable options.

• Identify recommended timing and phasing considerations.

• Provide a recommended long-term facility strategy supported by the study findings.

The Town will provide available building plans, current staffing information, organizational information and other relevant background material to the awarded bidder at the time of project initiation.

Police facility plans, security systems information, operational details and other sensitive information provided or developed during the study shall be protected to the extent permitted by law. The consultant shall comply with Town security protocols and shall not distribute sensitive material without prior Town authorization.

I. MANDATORY REQUIREMENTS:

If the vendor fails to meet any mandatory requirement, their proposal shall be considered non-responsive.

Requirement Vendor Acknowledgement

1.

Vendor shall have completed at least three (3) municipal, public safety, justice, civic, or comparable facility space needs studies within the last five (5) years.

(Y/N)

C. OPTIONAL SITE VISIT

An optional site visit will be available for interested proposers to review the existing Police Department and Municipal Court facility and site conditions. Site visits shall be scheduled in advance and will require coordination with Town staff. Interested parties shall contact the Facilities Administrator, Scott Smith, at SSmith@crgov.com no later than 10/06/2026 @ 5:00p.m. to schedule a visit. Site visits will be conducted during normal business hours at a mutually agreed-upon time. Proposers shall follow all Town security and access requirements while on site.

D. REFERENCES

Vendors shall furnish the names, addresses and telephone numbers of a minimum of three (3) government organizations for which the vendor is currently furnishing or has, in the past, completed service for:

E. VENDOR QUESTIONS AND REQUIREMENTS:

All proposal responses must specifically address each of the following questions and be submitted with the ability to complete the work as described. To standardize the format of all proposals, vendors are required to respond to all questions in the order given and to list the item number and restate the question prior to giving their answer. Do not exclude any major or minor items of information not specifically mentioned, but which would normally and reasonably be provided. Please be advised that the greater the degree of specificity, the more likely it will be for the Town to review your response favorably. Proposal responses must include, but are not limited to, the following information:

1. Describe the firm’s experience completing space needs studies for police, municipal court, justice, public safety or comparable municipal facilities. Identify the roles your firm performed and the resulting deliverables.

2. Describe your approach to assessing current staffing, space utilization, storage, parking and site constraints within an occupied public safety/municipal facility.

3. Describe the methodology you will use to evaluate and validate future staffing and translate those findings into long-term space, storage and parking requirements through the Towns buildout.

4. Describe the operational demand drivers you propose to evaluate and how your analysis will produce a current-versus-buildout gap analysis and recommended total gross building area.

5. Describe the stakeholder engagement process you recommend. State the number and type of meetings, workshops and/or interviews you anticipate and identify the Town staff, departments or work groups you would want to meet with.

2.

Vendor shall identify a project manager and key team members who will be assigned to the project. The project manager shall have completed at least three (3) comparable municipal or public safety facility planning projects within the last five (5) years.

(Y/N)

Company Name Address Reference Reference Email Address Telephone Number Project Amount ($)

6. Vendor shall provide a stakeholder engagement plan identifying the anticipated number and type of meetings, interviews, or workshops and the Town departments, staff groups, or stakeholders the consultant recommends engaging as part of the study.

7. Vendor’s proposed team shall include demonstrated experience in space programming, facility planning, concept-level architectural planning, and planning-level cost estimating.

8. Describe your approach to evaluating modification or expansion of an existing facility against construction of a new facility and other viable options.

9. Describe how operational workflow, functional adjacencies, security zoning and operational impacts will be considered when developing and comparing facility options.

10. Describe the concept statements, drawings, floor plans and site plans, parking concepts and other graphics you propose to provide so the Town can understand and compare the viable options.

11. Describe your approach to planning-level cost estimating and phasing recommendations.

12. Provide the proposed project team, responsibilities of each key member and availability to perform the work.

13. Provide a proposed project schedule identifying major tasks, stakeholder engagement, draft review and final deliverables.

14. Identify all information, building plans, staffing data or other background information you will need from the Town to complete the work.

F. PROPOSAL ITEMS

All pricing submitted must remain valid for 90 days after opening. Pricing shall be in the format contained in the Pricing table located in Attachment “A”. A Sample Services Agreement is located in Attachment “B”

Proposers shall provide a lump-sum, not-to-exceed fee for the complete scope of services and shall break the fee out by major task. The fee shall include all labor, overhead, profit, travel, meetings, field verification, printing, reimbursable expenses and other costs necessary to complete the work unless specifically identified otherwise.

G. TERM

This is anticipated to be a one-time professional services agreement. The final contract term and required completion date will be established before issuance and shall mirror the sample agreement. No renewal term is anticipated unless the Town elects to include optional follow-on services.

H. ANTICIPATED TIMELINE OF AWARDS AND CONTRACT EXECUTION

The Town anticipates awarding the project and to execute the contract with the selected vendor 60 days after the proposals are submitted.

I. SERVICE CONSIDERATIONS

The Police Department and Municipal Court facility will remain operational throughout the study. The consultant shall coordinate site observations, interviews and meetings with the Town to minimize disruption to Police Department, Municipal Court and public operations.

SECTION TWO: PAYMENT AND PERFORMANCE

A. PRICING

The selected consultant’s fee proposed in the Pricing section shall remain firm and fixed for the agreed scope and term. Town reserves the right to adjust the scope as needed.

B. PAYMENT TERMS

All payment terms shall be “Net 30”. Consideration will be given to any discounts offered for payments made earlier than “Net 30”; please explain in your RFP response and submit a separate price table showing the discounted rates.

SECTION THREE: INSTRUCTIONS TO PROPOSERS

A. ROCKY MOUNTAIN E-PURCHASING SYSTEM (BIDNET®)

Proposals must be submitted electronically only through Rocky Mountain E-Purchasing System (BidNet®) at https://www.bidnetdirect.com/colorado/town-of-castle-rock. Physical proposals or late submittals will not be accepted.

Registration with BidNet® is available at NO CHARGE and allows vendors access to view governmental bids posted on BidNet®; they offer an additional notification service option with an associated fee. It is the responsibility of the vendor to evaluate and select the service option of their choice.

The Town is not responsible for the actions or lack thereof on the part of the vendor regarding their interaction with BidNet®, or any other third-party bid notification service in relation to this RFP.

Support is available at support@bidnet.com or by calling 1-800-835-4603.

B. QUESTIONS AND ADDENDA

All questions regarding this solicitation must be submitted in writing via email to the contact listed below by the deadline stated in the Schedule of Events. Communication with other Town personnel is strictly prohibited.

Contact: Scott J. Smith, Facilities Administrator Email: ssmith@crgov.com

Only written addenda issued by the Town through BidNet® shall modify this document. Proposers are responsible for reviewing and acknowledging all posted addenda and incorporating them into their submission.

SECTION FOUR: PROPOSAL CONDITIONS & PROVISIONS

A. OFFEROR’S ACCEPTANCE OF THE REQUEST FOR PROPOSAL AND TERMS AND CONDITIONS

Submission of a proposal constitutes acceptance of this solicitation, including all exhibits and attachments.

Unless an offeror submits proposed revisions to the Town’s Sample Agreement as clearly identified redlines with its proposal, submission constitutes acceptance of the Sample Agreement in its entirety.

Any proposed revision constitutes a counteroffer that the Town may accept or reject at its sole discretion. If the parties cannot agree upon final contract terms, the Town may rescind the award and proceed with another Offeror.

By submitting a proposal, the offeror agrees to comply with the solicitation requirements and abides by the Town’s final decisions regarding the solicitation process.

B. ETHICAL STANDARDS AND KICKBACKS

It shall be a breach of ethical standards for any person to offer, give, or agree to give any employee or former employee, or for any employee or former employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other capacity in any proceeding of application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to any program requirement or a contract or subcontract, or to any solicitation or RFP therefore.

It shall be a breach of ethical standards for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher-tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract or order.

In the event that any gratuities or kickbacks are offered or tendered to any Town employee or representative, the proposal response shall be disqualified and shall not be reinstated.

C. NON-COLLUSIVE PROPOSAL CERTIFICATION

By submission of this proposal, the respondent certifies that:

a. The proposal has been arrived at by the respondent independently and has been submitted without collusion with any other respondent.

b. The contents of the proposal have not been communicated by the respondent; nor, to its best knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the respondent or its surety on any bond furnished herewith, and will not be communicated to any such person prior to the official opening of this proposal.

c. No respondent shall submit more than one proposal, including an alternate proposal, for this purchase.

D. EXAMINATION OF RECORDS

The successful respondent will agree that the Town shall, until the expiration of three (3) years after the final payment under a contract issued as a result of this RFP, have access to and the right to examine any directly pertinent books, documents, papers and records of the respondent concerning the services performed pursuant to such contract.

E. EVALUATION OF AWARDS

One award is anticipated for this solicitation.

The criteria to be used for the proposal evaluation include but are not limited to:

i. Response to ‘VENDOR QUESTIONS AND REQUIREMENTS:’ posed in Section 1.E

ii. Response to the Town’s proposed Sample Contract provisions

iii. Qualified, Responsible, Responsive

The Town may request clarifications or additional information.

No proposal shall be accepted from, and no contract will be awarded to, any person, firm or corporation that is in arrears to the Town, upon debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to the Town, or that has failed to attain or demonstrate compliance with any law, ordinance, regulation, or contract term or condition as may be provided for or required in any Town contract, or that may be deemed irresponsible or unreliable by the Town. The successful respondent may be required to submit satisfactory evidence that they have a practical knowledge of the particular work, as described, and that they have the necessary financial resources to perform and complete the work outlined in this RFP.

The successful respondent agrees to abide by all applicable laws, regulations and administrative rulings of the United States, the State of Colorado, and the Town, and shall secure any and all applicable licenses and permits in connection with this RFP.

F. AWARD RECOMMENDATION AND APPROVAL

Per TOCR §3.02.080 approval levels:

G. COLORADO OPEN RECORDS ACT (CORA)

All information submitted in response to this RFP may be subject to disclosure under the Colorado Open Records Act (CORA). Respondents are discouraged from providing information that they consider confidential and/or privileged as part of a response to this RFP. If any portion of your response is identified as proprietary and/or confidential, a redacted copy must be uploaded to the Rocky Mountain E-Purchasing System with your original response.

In the event any action is brought under CORA, Bidders are responsible at their sole cost for defending the asserted confidentiality or proprietary content or nature of their response.

H. REGISTRATION WITH THE COLORADO SECRETARY OF STATE

Successful vendors are required to furnish a Certificate of Good Standing from the Colorado Secretary of State’s Office, as proof that they are properly registered to do business in the State of Colorado, within ten (10) calendar days of award and contracting.

I. TERMINATION

The Town reserves the right to terminate the solicitation at any time, in whole or in part, without penalty, for any reason.

Dollar Amount Approval Required

Less than $25,000 Department Director or designee

$25,000 – $249,999.99 Department Director and Town Manager

$250,000 and more Department Director, Town Manager, and Town Council

J. CERTIFICATE OF INSURANCE

The apparent successful Offeror shall provide a Certificate of Insurance (COI), meeting all requirements set forth in the solicitation and sample contract, within ten (10) calendar days of issuance of the Notice of Intent to Award.

Failure to provide the required Certificate of Insurance within the specified timeframe may result in the Offeror being deemed non-responsive and may be grounds for withdrawal of the Intent to Award and award to the next highest-ranked Offeror.

SECTION FIVE: SUBMISSION CHECKLIST

A. CHECKLIST

Did you sign the first page of the solicitation document? _________________

Did you complete and submit the pricing table as a separate file as instructed? _________________

Did you provide references as requested in the RFP document? _________________

Have you answered all questions listed in the VENDOR QUESTIONS AND REQUIREMENTS section? _________________

Note: If selected, your firm’s Certificate of Good Standing from the Colorado Secretary of State’s Office must be provided within ten (10) calendar days.

Note: If selected, your firm’s Certificate of Insurance on ACORD forms shall be provided within ten (10) calendar days.