biddoc.pdf

City of Fort Lupton

On-Call Planning Services

Request for Qualifications (RFQ)

Issued: October 5, 2026

Last Day for Questions: October 8, 2026

Addendum Response to Questions: October 12, 2026

Deadline for Proposals: October 23, 2026, 1:00 pm MDT

Inquiries:

Todd Hodges

Planning Director thodges@fortluptonco.gov

Jake Freier

GIS Coordinator and Systems Analyst jfreier@fortluptonco.gov mailto:thodges@fortluptonco.gov mailto:jfreier@fortluptonco.gov

PROJECT DESCRIPTION

The City of Fort Lupton is seeking qualifications from planners and planning firms for the selection of on-call or as-needed planning services, including but not limited to general planning-related development and land use project review, technical plan check for planning documents and plans, map review, and compliance with and general compliance with the City of Fort Lupton Land Use Code, Ordinances, and Regulations. The anticipated emphasis of planning services will be for development review, with the level of review determined based on the project, capacity, and complexity, as coordinated between the chosen firm or planner and the City. In addition, the selected firm may be asked to consult with planning staff and provide guidance on complex problems, opportunities, or projects.

This RFQ is intended to gather pertinent information concerning the ability of the planner or planning firm to meet the needs of the City and for the proposals to be relatively uniform in format for comparison purposes.

The City is interested in establishing a productive and positive relationship with a contract planner or planning firm to ensure high-quality, necessary, timely, and cost-efficient planning services. The City expects that the planners or firms chosen will be experienced in the type of planning services required on an ongoing basis by Colorado Municipal Governments. The City understands the principle of value, and of compatibility between a particular planner or planning firm and the City. Accordingly, the City reserves the right to reject any and all proposals and to make the final decision based upon the City’s perception of value in its sole discretion. The reserves the right to contract with multiple planners or planning firms based on this RFQ.

Knowledge, Skills, and Abilities that the chosen firm must possess:

• Knowledge of the principles and practices of planning and zoning.

• Creative critical thinking skills to gather relevant information to solve less well-defined practical problems.

• Writing skills to effectively capture and communicate ideas.

• Ability to review applications and plans, and apply provisions of the ordinances and codes, as well as property records, to determine compliance with such regulations and to apply regulations to field conditions.

• Knowledge of Comprehensive Plans and application of goals and strategies.

• Knowledge of special districts, zoning overlays, and other relevant referral and review criteria for development projects.

• Knowledge of regulations and laws affecting planning, development, subdivisions, and zoning.

• Must be detail-oriented and mindful of deadlines.

Under the direction of the Planning Director, the selected planner or planning firm will provide the range of expertise necessary to conduct the normal functions of a professional planner.

The successful applicant shall have the resources to provide cost-effective and timely services to the City.

QUALIFICATION REQUIREMENTS

The City is seeking information from qualified planners and planning firms who have experience and qualifications to serve as the City’s consultant for this project. The City of Fort Lupton’s Planning Director will also work closely with the selected professional(s) on numerous projects and needs.

The selected company will perform work under contract with City, using the City’s standard Services Agreement.

The City’s selection process will be a two-step process:

• The first step will be an evaluation of the qualifications submitted in response to this Request for Qualifications (RFQ).

• In the second step, the City will invite the top offerors to meet with the selection team. If deemed necessary by the selection committee, a presentation will be requested and instructions will be provided regarding the desired content of the presentations.

A company’s ability to follow directions will be considered as part of the evaluation of the qualifications and oral presentation.

FIRM SELECTION / QUALIFICATIONS

1. Selection of the planner or planning firm will be based on the submitted proposal.

2. This is a qualifications-based selection process. Qualifications-Based Selection is a procurement process developed as a process for public agencies to use for the selection of architectural, planning, engineering, and construction services for public projects. It is a competitive contract procurement process whereby consulting firms or contractors submit qualifications to a procuring entity, which evaluates and selects the most qualified company, and then negotiates the project scope of work, schedule, budget, and fees.

3. Evaluation and Award are discussed herein, and the successful company should be aware that:

a. The successful planner or planning firm will demonstrate significant experience with similar projects and work.

b. Preference will be given to local teams (Colorado presence and experience preferred.)

4. The awarded company shall:

a. Enter into a contract with the City using the City’s standard Services Agreement

b. Maintain required insurance coverage for the duration of the contract period as outlined in the contract.

c. Operate as an independent company and will not be considered employee(s) of the City of Fort Lupton.

d. Be paid on invoices as satisfactory work is completed.

5. Company selection and the corresponding services agreement will be non-exclusive.

While the City’s intent is to select one primary firm, the City reserves the right to select one or more additional planners or planning firms and execute additional agreements if needed to support Fort Lupton Community Development operations or special projects. In such case, the additional firm(s) may be selected from those responding to this RFQ, or to a subsequent RFQ.

ANTICIPATED SCOPE OF SERVICES

In general, the successful individual or firm will be expected to provide on-call planning services for all types of projects requesting entitlements, including but not limited to new residential, commercial, and industrial buildings or site development projects. The on-call planning services that a successful offeror would provide include, but are not limited to the ability to perform the following:

1. Reviews land use applications for completeness and compliance with existing City code and other applicable regulations, comprehensive plan and land use maps, and other available standards and requirements; verifies all components of applications are provided; researches site history and legal records; writes technical review comment letters; and provides comments and recommendations to help City staff prepare for public hearings of the City Planning Commission and/or the City Council.

2. Assists with interpretation, monitoring, evaluation, and research of municipal land use codes to recommend new regulations as needed.

3. Prepares Staff Reports and other meeting materials in accordance with existing templates and standards, as needed.

4. Performs all other work as needed or assigned.

This proposal does not include comprehensive plan updates, zoning code rewrites, or major policy revisions. However, the selected planner or firm may be asked to provide a work hour estimate for tasks within this scope that includes individual task orders including scope and fee for tasks outside of this scope, including fees for subconsultants, if necessary.

RESPONSE FORMAT

The City requests that your response to this RFQ include the following information, preferably in the order stated:

A. Cover Letter. Include a cover letter that introduces the company, summarizes the company's qualifications, and details any exceptions to this RFQ (please note that significant exceptions may make your proposal nonresponsive). This letter should also provide principal contact information for this RFQ, including address, telephone number, fax number, e-mail, and website (if applicable).

B. Brief review of background information on the planner or firm, including date established, names of all partners and associates who may be performing City work.

C. Summary of the firm’s expertise in dealing with Colorado Municipal Government including zoning, development and land use regulations.

D. Name and resume of the planner who would be primarily responsible for planning services rendered to the City, and that of the alternate planner most likely to provide service in the absence of the primary planner.

E. The names of other planners who are likely to provide planning advice in specific areas which may be required by the City.

F. A summary of rates for personnel likely to provide service to the City; and a list of other expenses for which the planner or firm would expect to be reimbursed, including mileage, copying, travel expense, phone expense, etc.

G. A listing of any possible conflicts that may exist with other clients or endeavors, and an explanation of the manner in which these conflicts might be resolved.

H. A list of clients represented by the planner or firm of interest to the City, and at least three references with contact information.

I. Other information which may be helpful to the City in making a decision, such as pro bono activities or services offered on a recurring basis to all clients of similar interests.

J. Signed Request for Qualifications Authorization Form attached in this RFP.

Deviation may render your proposal non-responsive. Maximum proposal length is 25 pages, single-sided, including front and back covers. Corporate or team resumes are included as part of the page count.

EVALUATION AND SELECTION

All proposals submitted in response to this RFQ will be evaluated by a committee of City representatives. Offeror's proposals will be evaluated based upon the quality and accuracy of the information requested. During the evaluation process, the selection committee may, at its discretion, request one or all planners or firms to make oral presentations. Such presentations will provide planners and firms with an opportunity to answer any questions the selection committee may have on the proposal. The City reserves the right to reject any and all proposals.

The planners or planning firms will be evaluated upon the following general criteria:

• Understanding of work to be performed

• Demonstrated technical skills, experience, performance and approach

• Experience and expertise of project team members both individually and as a group

• Familiarity with City, County, and State procedures

• References/satisfaction of clients

• Cost approach to performing this type of service

• Results of reference checks with similar projects, including the offerer’s record for completing tasks on time and within budget

• Any special capabilities the team may bring to fulfill the City’s planning needs

• The planner or firm’s ability to follow directions

• Conciseness and completeness of the submission

It is anticipated that the selection will be made no later than the end of October. Upon final selection, a contract for services will be negotiated with the successful planners or firms, with anticipated execution of the contract by the end of November. The City reserves the right to contract with multiple planners or planning firms based on this RFQ.

SUBMITTAL

Inquiries and Questions

All inquiries to this RFQ shall be submitted through the Rocky Mountain E-Purchasing/BidNet System or via email to Todd Hodges, Planning Director (thodges@fortluptonco.gov) or Jake Freier, GIS Coordinator (jfreier@fortluptonco.gov).

Submitted questions will be accepted until 5:00 pm MDT on October 8, 2026. Responses to the questions will be posted on the Rocky Mountain E-Purchasing/BidNet procurement website no later than October 12, 2026.

Response Submission

Proposals for this RFQ must be titled "RFQ On-Call Planning Services Attn: Leann Perino, Fort Lupton Finance Director" and received electronically in the Rocky Mountain E-Purchasing/BidNet System no later than 1:00 pm MDT on Friday, October 23, 2026.

Late submissions will not be accepted.

At its sole discretion, Fort Lupton reserves the right to withdraw, modify or amend this RFQ by addendum prior to the final proposal submittal date. Fort Lupton also reserves the right to reject any proposal if it is in the best interest of the City.

Proposals that are incomplete or do not conform to the requirements of this RFQ may be eliminated from further consideration. Respondents should note carefully the proposal content requirements outlined in the RFP.

RFQ Timeline and Addendum Schedule

The following schedule has been established for this RFQ:

Release of RFQ ..................................................................October 5, 2026

Last Day for Questions ...................................................... October 8, 2026 at 5:00 pm MDT

Addendum Response to Questions ................................... October 12, 2026

Deadline for Proposals....................................................... October 23, 2026, at 1:00 pm MDT

The City reserves the right to amend the RFQ by addendum prior to the final proposal submittal date.

mailto:thodges@fortluptonco.gov mailto:jfreier@fortluptonco.gov

Request for Qualifications Authorization Form

The undersigned certifies that they have fully read this Request for Qualifications (RFQ) for On- Call Planning Services. The undersigned further states that they have carefully examined the criteria for this RFQ, and all other information furnished in the RFQ, and make this proposal submittal accordingly. The undersigned declares that they are making this proposal submittal solely based upon their own knowledge and that they are duly authorized to submit this proposal submittal. Undersigned affirms that in the event they are awarded the On-Call Planning Services contract, that they will enter into a Consulting Agreement with the City to perform the work in accordance with the terms for On-Call Planning Services as specified in the Request for Qualifications.

Signature of Duly Authorized Representative and Date

Printed Name

Business Name

Business Address

Telephone Number

Email Address