biddoc.pdf

Request for Proposals

2026-300 Construction Services Cozy Point Ranch Cabin Expansion

Due Date: 2:00 PM MDT, November 5th, 2026

427 Rio Grande Place Aspen, CO 81611

970.920.5408 https://aspen.gov/ https://aspen.gov/

City of Aspen

REQUEST FOR PROPOSALS

Sealed proposals will be received by the City of Aspen Purchasing Department through the Bidnet Direct website, www.bidnetdirect.com, until 2:00p.m. MDT, November 5th, 2026 , at which time the proposals will be opened and reviewed, for the following City of Aspen project:

2026-300 Construction Services Cozy Point Ranch Cabin Expansion

The project will include, but is not limited to: The construction of 120 sq. ft. mechanical room addition to an existing log framed structure at Cozy Point Ranch as detailed in the plan set developed by the City of Aspen.

Complete proposal packages are available to download or from www.bidnetdirect.com Vendors must be registered to view the bid packages. There is no charge to register. Call 1-800-835-4603 if you need assistance registering.

A mandatory pre-proposal conference will be held at Cozy Point Ranch, 210 Juniper Hill Rd.

Pitkin County CO, at 1:00 pm. On October 20th , 2026. Attendance at the pre-proposal conference is mandatory.

To submit, an electronic copy of the Proposal as a PDF or Word file, must uploaded to the Bidnet Direct website, www.bidnetdirect.com. The file name must include the City’s project number and offeror’s name.

The City reserves the right to reject any or all Proposals or accept what is, in its judgment, the Proposal which is in the City's best interest. The City further reserves the right, in the best interests of the City, to accept a late submittal or to waive any technical defects or irregularities in any and all Proposals submitted.

Non-Discrimination Policy Any business that enters into a contract for goods or services with the City of Aspen or any of its boards, agencies, or departments shall:

(a) Implement an employment nondiscrimination policy prohibiting discrimination in hiring, discharging, promoting or demoting, matters of compensation, or any other employment-related decision or benefit on account of actual or perceived race, color, religion, national origin, gender, physical or mental disability, age, military status, sexual orientation, gender identity, gender expression, or marital or familial status.

(b) Not discriminate in the performance of the contract on account of actual or perceived race, color, religion, national origin, gender, physical or mental disability, age, military status, sexual orientation, gender identity, gender expression, or marital or familial status.

(c) Incorporate the foregoing provisions in all subcontracts hereunder.

Diversity and Inclusion The City shall acquire its goods and services in a manner that integrates fiscal responsibility, social equity, women and minority business opportunity, and environmental stewardship.

Bidders should provide any additional information and or certifications describing the above.

http://www.bidnetdirect.com/ http://www.bidnetdirect.com/

Sustainability Considerations One of the City of Aspen’s values is stewardship, and the City has taken significant strides in embedding sustainable practices into our operations. In 2022, Aspen City Council set new greenhouse gas reduction goals (science-based targets) of 63% by 2030 and 100% by 2050 based on 2017 emissions levels. While not a requirement for this contract (unless otherwise stated in the scope of work or criteria list), the City encourages all vendors to share in their proposals how their products and services are supporting the City’s climate initiatives and goals.

For more information on the City’s sustainability efforts and the Aspen Sustainability Action Plan, visit www.aspen.gov/climate.

Pursuant to the Colorado Open Records Act, C.R.S. Section 24-72-200.1 (CORA), any and all of the documents that are submitted to the City of Aspen may be deemed public records subject to examination and inspection by third parties. The City of Aspen reserves the right, at its sole discretion, to release for inspection or copying any document, plan, specification, proposal or other writing submitted pursuant to this request. Candidates should identify any portion of their proposals which they consider confidential.

By participating in the City’s procurement process, you are agreeing to the terms and conditions of the procurement process and the legal parameters of doing business with the City without change.

Discussion may be conducted with responsible Offerors who submit Proposals determined to be reasonably susceptible to be selected for award for purpose of clarification to assure full understanding of, and responsiveness to the solicitation requirements.

In addition to price, the criteria set forth in the Instruction to Offerors and any specific criteria listed below, may be considered in judging which Proposal is in the best interests of the City:

• Contractor experience and qualifications: 35%

• Approach to project: 20%

• Costs: 45%

BY ORDER OF THE CITY OF ASPEN, COLORADO

Asal Vojdani, Purchasing http://www.aspen.gov/climate

1.0 Introduction

The purpose of this Request for Proposals (RFP) is to solicit professional construction services for the construction of a 120 sq. ft. mechanical room an addition to an existing Pan Abode structure at Cozy Point Ranch. The space will house a water filtration system supplied by a 3rd party vendor, Aspen Water Wise, who will contract directly with the City of Aspen.

1.1 Project Description and Background

Cozy Point Ranch is an Open Space property owned by the City of Aspen. The ranch is home to two lessees who operate a sustainable agriculture non-profit and a horse boarding and training facility. The ranch has two existing wells onsite that supply water to various residences, cabins, and buildings on the site. One of those wells is in need of a water treatment system. The intent of this project is to build an addition to an existing pan abode structure on the site to house the system in a conditioned space.

The original pan abode structure was relocated to Cozy Point Ranch in 2005 and remodeled in 2008 to provide bathroom and office space. The cabin is connected to plumbing, electrical, and septic system services.

In addition to constructing the addition per the attached plans and specifications, the contractor will be responsible for:

- Coordinating the connection of water to and from the proposed water treatment system in collaboration with the system provider.

- Connection of floor area drain to existing septic line underneath Camp Cabin.

- The replacement of damaged pan abode logs on the North and South side of the structure. It is important that the contractor attend the pre-proposal meeting to understand the scale of the replacements necessary as a part of this project.

The ranch is a year-round operation, so minimizing impacts to the tenants and daily operations is essential. The goal of this project is to have the construction take place during the winter months when ranch visitation is low and completed before May 1st, 2027.

1.2 Project Goals Objectives

Proposers shall include on their team individuals qualified and licensed in the State of Colorado and/or the City of Aspen that are familiar with Pitkin County building codes, construction, and inspection processes. The team is to provide professional construction services and a project schedule for completion of the scope of work. Key values that the city is looking for in a team include open communication, organization, and leadership.

The selected general contractor is to manage all sub-contractors necessary to complete the project. They will also need to work closely with city staff. Standard Pitkin County Construction hours will need to be adhered to for this project.

2.0 RFP Process

2.1 Communication

Questions must be posted on the Bidnet Direct website, www.bidnetdirect.com. Answers are posted online for all Offerors to review and consider. It is the Vendor’s responsibility to check the website for Q&As, addendums, and other important information.

Vendors may contact Procurement at procurement@aspen.gov or 720-589-4943 for questions regarding the procurement process or uploading proposals.

2.2 Pre-Proposal Meeting

A mandatory pre-proposal conference will be held at Cozy Point Ranch, 210 Juniper Hill Rd.

Pitkin County CO, at 1:00 pm. On October 20th , 2026. Attendance at the pre-proposal conference is mandatory.

2.3 Proposal Submission

Electronic submission is to be uploaded on the Bidnet Direct website, www.bidnetdirect.com. The electronic submission must be compiled into a single pdf or Word document. The name of the document must contain the City project number and firm’s name.

The deadline for submitting responses to this RFP is 2:00pm MDT, November 5th 2026.

2.4 Schedule

The proposal, evaluation and selection schedule is as follows:

• October 20th, 2026 : Mandatory Pre-Proposal Meeting at 1:00PM MDT

• October 27th, 2026 : Final Questions Due

• November 5th, 2026: Proposal packages due by 2:00PM MDT via Bidnet

2.5 Selection Criteria

The City of Aspen reserves the right to select the proposer that it deems, in its sole discretion, to have presented a proposal that is in the best interests of the City of Aspen. In addition to price, the evaluation criteria and weightings listed below may be considered in judging which Proposal is in the best interests of the City of Aspen and are subject to change by the selection committee based on the best interests of the City of Aspen:

Contractor experience and qualifications: 35%

• Experience with Similar Projects specifically Pan Abode construction and log replacement.

• Experience on other City of Aspen projects

Approach to project: 20%

• Understanding of Project Scope

• Schedule/Approach of project

Costs: 45%

The City reserves the right to reject any or all Proposals or accept what is, in its judgment, the Proposal which is in the City's best interest. The City further reserves the right, in the best interests of the City, to accept a late submittal or to waive any technical defects or irregularities in any and all Proposals submitted.

mailto:procurement@aspen.gov

Discussion may be conducted with responsible offerors who submit Proposals determined to be reasonably susceptible to be selected for award for purpose of clarification to assure full understanding of, and responsiveness to the solicitation requirements.

3.0 Scope of Work

3.1 Building Permit Application Process

The City of Aspen shall perform the building permit application submittal process through the required regulatory application process. The City of Aspen will lead to responses to regulatory questions and comments throughout the regulatory review process, through issuance of a building permit.

The selected contractor will transfer the issued building permit into their name after the project is awarded.

3.2 Construction Administration

Undertake as needed project team meetings for pre-construction, during construction, and at closeout to ensure coordination and clear communication with the City. Coordinate with project architects, engineers and water filtration system suppliers to ensure proper construction and system operation.

3.3 Construction

Manage the construction of the Pan Abode addition following the construction plans and specifications provided.

Ensure construction minimizes impact. Ensure job site is operated and left in such a manner as to maintain public, vehicular, and staff safety during construction hours and when the job site is not in operation.

3.4 Project Closeout

It is anticipated that a 1-year warranty period will be necessary, and that support for ongoing warranty issues will be required throughout the warranty period.

4.0 Proposal Format

All proposals will follow the format as outlined below. Failure to do so may result in disqualification.

Section 1 Introduction Introduce firm and key staff who would be assigned to this project.

Include contact person name, phone number and email address for purposes of this procurement process.

Section 2 Qualifications and Experience

List firm’s previous experience with similar projects. Include the name, address and email for outside consultants who will be retained to work on this project with you.

Section 3 Approach to Project

Include a complete scope of work and schedule that includes special considerations for the project and any alternatives that can be identified.

Include any other work to complete the design work, not specifically listed in this RFP that you feel necessary.

Section 4 Fee Proposal and Schedule

Include estimated costs and project schedule. Please make sure the bid differentiates between labor and materials per task. Lump sum bids will not be considered.

5.0 Legal

5.1 The City reserves the right to reject any or all Proposals or accept what is, in its judgment, the Proposal which is in the City's best interest. The City further reserves the right, in the best interests of the City, to accept a late submittal or to waive any technical defects or irregularities in any and all Proposals submitted.

5.2 Pursuant to the Colorado Open Records Act, C.R.S. Section 24-72-200.1 (CORA), any and all of the documents that are submitted to the City of Aspen may be deemed public records subject to examination and inspection by third parties. The City of Aspen reserves the right, at its sole discretion, to release for inspection or copying any document, plan, specification, proposal or other writing submitted pursuant to this request. Candidates should identify any portion of their proposals which they consider confidential.

5.3 In order to fully understand the legal parameters of the City’s procurement process and contractual requirements, Respondents must review Exhibit A Instructions for Offerors of Construction.

5.4 By participating in the City’s procurement process, you are agreeing to the terms and conditions of the procurement process and the legal parameters of doing business with the City without change.

6.0 Bonds and Retainage

6.1 The City of Aspen has determined that for construction contracts more than fifty thousand dollars ($50,000.00) and all contracts in excess of one hundred thousand dollars ($100,000.00), it is prudent to obtain performance and payment bonds in amounts equal to fifty percent (50%) of the price specified in the contract. (See C.R.S. §§ 24-105-202 and 38-26-106).

Performance Bond : Based on 100% of the contract price and held for duration of project.

Mandatory for all construction projects over $100,000.00.

Payment Bond: Based on 100% of the contract price and held for duration of project.

Mandatory for all construction projects over $100,000.00. for all construction projects over $100,000.00.

*Bidder to add specific line-item for bond costs in fee schedule.

6.2 Retainage: Mandatory requirement for all Construction contracts:

The City will make a deduction from the progress pay application (invoice for work completed) in the amount considered necessary (5%) to protect the interests of the City, pursuant to Section 24-91-103, CRS. This applies to contracts to “construct, alter or repair” a structure or improvements where the value of work under the contract meets or exceeds $100,000.

Each invoice to be submitted using a payment application form or any pay app accepted by Project manager.

Release of retainage is based on milestones and substantial completion as indicated in contract fee schedule and according to City of Aspen retainage release specifications.

7.0 Exhibits

The following files are attached for your use and reference as needed to properly respond to the RFP request:

• Exhibit A – Instruction to Bidders

• Exhibit B – Payment and Performance Bonds

• Exhibit C – General Conditions

• Exhibit D – Special Conditions

• Exhibit E – Cozy point_2026.06.29 project manual

• Exhibit F – Cozy Point 2026.0609 Permit Drawings