biddoc.pdf

REQUEST FOR PROPOSAL

10325 ENGINEERING ON-CALL SERVICES FOR WATER, WASTEWATER &

STORMWATER PROJECTS

RFP DUE: 3:00 PM MT (Mountain Time), October 30, 2025

The City of Fort Collins is requesting proposals from qualified engineering Professionals to provide engineering services, on an as-needed basis for water, wastewater and stormwater projects, studies and analyses. The City intends to award multiple Master Professional Services Agreements (Agreement) to qualified Professionals under this Request for Proposal (RFP).

Awarded Professionals will be included in the eligibility pool for consideration for design and engineering services projects with a total cost less of than $1 Million on an as needed basis.

As part of the City’s commitment to sustainability, proposals must be submitted online through the Rocky Mountain E-Purchasing System (RMEPS) at http://www.bidnetdirect.com/colorado/city-of-fort-collins. Note: please ensure adequate time to submit proposals through RMEPS. Proposals not submitted by the designated Opening Date and Time will not be accepted by RMEPS.

All questions should be submitted, in writing via email, to Beth Diven, Senior Buyer at diven@fortcollins.gov, no later than 3:00 PM MT on October 19, 2026. Please format your e-mail to include: RFP 10325 Engineering On-Call Services for Water, Wastewater & Stormwater Projects in the subject line. Questions received after this deadline may not be answered.

Responses to all questions submitted before the deadline will be addressed in an addendum and posted on the Rocky Mountain E-Purchasing System webpage.

Rocky Mountain E-Purchasing System hosted by BidNet A copy of the RFP may be obtained at http://www.bidnetdirect.com/colorado/city-of-fort-collins.

This RFP has been posted utilizing the following Commodity Code(s):

918-42 Engineering Consulting 918-97 Utilities: Gas, Water, Electric Consulting 925-00 Engineering Services, Professional 925-17 Civil Engineering 925-21 Corrosion Control; Cathodic Protection; Electrolysis/Engineering 925-28 Drainage Engineering 925-33 Engineer Services, Professional 925-35 Environmental Engineering 925-36 Engineering Services (Not Otherwise Classified) 925-45 Geological Engineering 925-46 Geotechnical Engineering 925-51 Hazardous Waste Engineering Services (Incl. Remedial Investigations and

Feasibility Studies for Waste Sites 925-58 Irrigation; Drainage; Flood Control/Engineering 925-87 Sewage Collection, Treatment, and Disposal/Engineering 925-97 Water Supply, Treatment, and Distribution/Engineering

Prohibition of Unlawful Discrimination: The City of Fort Collins, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d-

Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522

970.221.6775 fortcollins.gov http://www.bidnetdirect.com/colorado/city-of-fort-collins

4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

The City strictly prohibits unlawful discrimination based on an individual’s gender (regardless of gender identity or gender expression), race, color, religion, creed, national origin, ancestry, age 40 years or older, marital status, disability, sexual orientation, genetic information, or other characteristics protected by law. For the purpose of this policy “sexual orientation” means a person’s actual or perceived orientation toward heterosexuality, homosexuality, and bisexuality.

The City also strictly prohibits unlawful harassment in the workplace, including sexual harassment. Further, the City strictly prohibits unlawful retaliation against a person who engages in protected activity. Protected activity includes an employee complaining that he or she has been discriminated against in violation of the above policy or participating in an employment discrimination proceeding.

The City requires its Professionals to comply with the City’s policy for equal employment opportunity and to prohibit unlawful discrimination, harassment and retaliation. This requirement applies to all third-party Professionals and their subcontractors/subconsultants at every tier.

Public Viewing Copy: The City is a governmental entity subject to the Colorado Open Records Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject to public disclosure by the City pursuant to CORA and City ordinances. Professionals may submit one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of the proposal, Professionals may redact text and/or data that it deems confidential or proprietary pursuant to CORA. All pricing will be considered public records subject to disclosure under CORA and as such pricing cannot be redacted from the “FOR PUBLIC VIEWING” version of the proposal. Failure to provide a public viewing copy will be considered a waiver of any claim of confidentiality under CORA without regard to how the applicant’s proposal or certain pages of the proposal are marked confidential, proprietary, or similar. Such statement does not necessarily exempt such documentation from public disclosure if required by CORA, by order of a court of appropriate jurisdiction, or other applicable law. Generally, under CORA, trade secrets, confidential commercial information and financial data information may not be disclosed by the City. Proposals may not be marked “Confidential” or ‘Proprietary’ in their entirety. By responding to this RFP, Professionals hereby waives any and all claims for damages against the City for the City’s good faith compliance with CORA. All provisions and pricing of any contract resulting from this request for proposal will be public information.

Professionals Registration: The City requires new Service Providers/ Professionals receiving awards from the City to submit IRS form W-9 and requires all Service Providers/ Professionals to accept Direct Deposit (Electronic) payment. If needed, the W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website under Vendor Reference Documents. Please do not submit these documents with your proposal, however, if you take exception to participating in Direct Deposit (Electronic) payments please clearly note such in your proposal as an exception. The City may waive the requirement to participate in Direct Deposit (Electronic) payments at its sole discretion.

Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision-making authority concerning such sale or any supervisory authority over the services to https://www.fortcollins.gov/Business/Bids-and-Contracts be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited.

Collusive or Sham Proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal.

The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities.

Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow other state and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in the current term or in any future terms.

The selected Professional(s) shall be required to sign the City’s Agreement prior to commencing services (see sample attached to this document).

Sincerely, Jake Rector Purchasing Director

I. BACKGROUND & OBJECTIVE / OVERVIEW

A. Objective The City of Fort Collins (City or Utilities) is requesting proposals from qualified engineering Professionals to provide engineering services, on an as-needed basis for water, wastewater, and stormwater projects, studies and analyses. Engineering services for water distribution and wastewater collection may include replacement project designs as well as wastewater flow monitoring, trenchless pipeline rehabilitation, and development or modification of existing water and wastewater system models. Engineering services related to stormwater infrastructure may include design for stormwater pipelines, stormwater drainage channels, detention ponds, stormwater quality ponds, and stormwater best management practices. Development and modification of stormwater collection system models, stormwater master planning, preparation and/or review of hydrologic and hydraulic modeling, City and FEMA regulatory modeling review, river and stream bank repair design and permitting support, environmental permitting, and other engineering services related to Water Utility operations may be included. Professionals do not need to have experience in all areas to be awarded a master service agreement for on-call services.

The City intends to award multiple Master Professional Services Agreements (Agreement) to qualified Professionals under this Request for Proposal (RFP) Awarded Professionals will be included in the eligibility pool for consideration for design and engineering services projects with a total cost less of than $1 Million on an as needed basis. Projects will be distributed to each Professional based on technical skills, work experience, capabilities, and availability.

B. Background Fort Collins is a vibrant community of approximately 170,000 located 65 miles north of Denver, at the base of the foothills of the Rocky Mountain. The City is 56 square miles in size and our population includes over 25,000 college students. Fort Collins Utilities provides water, electric, wastewater, stormwater to residential, business, and industrial customers.

Over the years, Fort Collins has continued to experience steady residential and commercial development along side increasingly aging infrastructure. To proactively address our aging infrastructure, the City manages a comprehensive Capital Improvement Program. This program is dedicated to the planning, rehabilitation, replacement, and expansion of critical utility infrastructure.

The City places emphasis on a holistic “One Water” approach in planning and executing utility planning and infrastructure projects. Teams selected under this solicitation will allow the City to rapidly deploy qualified consulting firms to address urgent and planned upgrades across the core infrastructure sectors. Consultants will be tasked with delivering high-quality integrated solutions taking into account the core One Water framework.

II. SCOPE OF PROPOSAL

A. Scope of Services

1. On-Call Engineering Services Projects, studies or analyses will be managed by an assigned City Project Manager from water, wastewater or stormwater. These efforts may involve a cooperative effort with other City departments. Other City departments may request to use the consulting firms awarded under this RFP.

Projects, studies or analyses may include parts or all of the services listed below. The Professional will be required to prepare the scope of work for each project based upon an initial consultation the City. Project timeframes vary from relatively short (2-3 months) to longer durations (1 year+). Typically, projects are medium to high priority.

Some may require a rapid response from the Professional in order to meet milestones without compromising program and project schedules. The following is a list of general services which may be requested. While it identifies services and requirements that may be needed, it is not all-inclusive of the scope required. All services may not be used in each project, study or analysis.

2. Water Distribution and Wastewater Collection System Design and Analyses Utilities proudly serves high-quality water to over 35,000 residents and businesses.

Established in 1882, Utilities maintains more than 500 miles of water mains (pipelines) over 450 miles of sanitary sewer mains, and serves over 35,140 water meters in the Utilities service district.

The wastewater collection system (sanitary sewer) is a network of pipelines that collect wastewater from homes, businesses, and industries, carrying the waste to one of two water reclamation facilities. Utilities routinely evaluates, repairs, and replaces sewer lines throughout the City.

Utilities does priority-based small-scale master plan updates of both the water and wastewater collection system on a periodic basis. The City utilizes GIS technology to store, retrieve and manipulate technical information such as main locations and size, locations of service lines, valve and manhole locations, etc. in conjunction with its Maximo asset management system.

The Professional will be required to prepare the scope of work for each project, study or analysis based upon an initial consultation with the assigned Project Manager. The following is a list of water and wastewater services, studies and analyses that may be completed under the services of this contract. While it identifies several services that may be needed, it is not all-inclusive of the scope required. All services may not be used in each project, study or analysis. In addition, larger water and wastewater master planning and design efforts will be solicited separately.

a) Water distribution system (main and services) design

b) Wastewater collection system (main and services) design

c) Water distribution cathodic protection system planning and replacement

d) Water distribution system Master Planning

e) Wastewater collection system Master Planning

f) Water and wastewater modeling using AquaTwin modeling software

3. Stormwater Master Planning, Infrastructure Design, Floodplain Permitting Review and Analyses For stormwater management purposes, the City is divided into 13 drainage basins, including the Poudre River corridor. Each basin has an associated Stormwater Master

Plan which, among other items, identifies proposed regional stormwater projects throughout each basin. Each Master Plan contains a comprehensive, multidisciplinary approach involving several City departments and public stakeholders to create a plan and vision for how stormwater management can be implemented in each basin.

The Professional will be required to prepare the scope of work for each project, study or analysis based upon an initial consultation with the assigned City Project Manager.

The following is a list of stormwater services, studies and analyses that may be completed under the services of this contract.

a) Stormwater Master Plans. These studies typically require data collection, alternative evaluation, preliminary design and cost estimation. Utilities typically update the effective basin hydrologic and hydraulic models to reflect constructed facilities, provide more detail in an area of interest, to update the model version, to incorporate more detailed terrain data, or to correct deficiencies in effective models. These updates would involve researching any potential physical changes, modifying the existing model using updated data and methods, and providing full documentation for the work. Field verification and surveying work may be required.

These studies also include an Alternatives Analysis and Selected Plan of Improvements to reduce flood risk and address areas of frequent flooding.

Stormwater master planning services conducted under this contract will likely be smaller in scope, while larger stormwater master planning efforts will be solicited separately.

b) Floodplain Modeling and Mapping Studies. These tasks will include Conditional Letter of Map Revision (CLOMRs) and Letter of Map Revision (LOMRs) for both the Federal Emergency Management Agency (FEMA) and City floodplain. Utilities and other City departments periodically require floodplain studies to show the impact of proposed projects on regulated floodplains and to verify City Code and stormwater criteria are met. The Floodplain Modeling Report Submittal Guidelines, attached hereto as Attachment A and incorporated by this reference, is to be used to assist in the development and review of floodplain modeling reports. A floodplain modeling report for changing a FEMA designated floodplain must address compliance with the FEMA requirements for the project. This includes federal regulations published in 44 CFR Part 65 on technical submittal requirements for a CLOMR and/or a LOMR.

c) Stormwater Quality: Design, Monitoring, and Management Plans. Utilities is also involved with the management of stormwater quality and the promotion of wildlife habitat. Services may include design of water quality management plans, specific on-site treatment methods, and the evaluation of existing and potential habitat. The design and management of water quality monitoring facilities may also be required.

d) Channel Stability Studies. With increased urbanization in the City, problem areas have developed which require services such as studying the channel geomorphology and bank stability of creeks and ditches to determine the most feasible solutions to the associated erosion problems; delineating erosion buffer limits; and designating minimum channel setbacks for development. These studies include documentation of historic channel characteristics, sediment gradation, and sediment transport processes.

e) Localized Drainage Problems. Several developed areas throughout the City experience localized flooding during storm events which are outside of the regional improvements proposed in the Master Plans. Depending on the situation, the modification of detention ponds, the design of new storm sewer pipes, inlets, swales, and outfalls may be required, as well as hydrologic and hydraulic modeling and design of these improvements. Investigation of existing utilities, surveying of affected areas, and assisting in the citizen participation portion of these projects is critical to successful implementation. Some resident engineering services may also be required during the construction phases of these projects. These projects may involve the development of a floodplain use permit and associated no-rise certification.

f) Review Support for New Development Modeling. Utilities currently completes the review of all new development plans in-house with the occasional aid of outside Professionals to review larger time-consuming hydrologic and hydraulic models.

When requested, the Professional will need to provide immediate action within a two (2) to four (4) week period to complete the reviews, depending on the size and complexity of the modeling, The Professional must have the expertise to accurately review Environmental Protection Agency Storm Water Management Model (EPASWMM), Modified Urban Drainage Storm Water Management Model (MODSWMM), Hydrologic Engineering Center -2 (HEC-2), Hydrologic Engineering Center River Analysis System (HEC-RAS 1D and 2D), Hydrologic Engineering Center Hydrologic Modeling System (HEC-HMS), FLO-2D, Sedimentation and River Hydraulics 2 Dimensional (SRH2D) and similar hydrologic and hydraulic models. The proposal should also include a quality control program for these reviews and how any potential conflicts of interest will be handled.

g) Review Support for Master Plan Submittals. Utilities currently completes the review of master plan submittals in-house with the occasional aid of an outside Professional. When this type of support is needed, the Professional shall review master plan submittals including hydrologic and hydraulic models, reports, appendices, calculations, and other supporting information for compliance with the Stormwater Criteria Manual, attached hereto as Exhibit B and incorporated by this reference, and Exhibit A Floodplain Modeling Report Guidelines. Professional will prepare a comment letter documenting comments or questions. The Professional shall meet with the Project Manager and/or the engineer responsible for the master plan submittal to review comments on an as needed basis. Redline documents may be necessary.

h) Review Support for Floodplain Submittals. Professional may be requested to review floodplain submittals including CLOMR submittals, LOMR submittals, and no-rise certification analysis submittals for compliance with FEMA standards, Exhibit B Stormwater Criteria Manual and Exhibit A Floodplain Modeling Report Guidelines. The Professional shall prepare a comment letter documenting comments or questions. The Professional shall meet with the Project Manager and/or the engineer responsible for the floodplain submittal to review comments on an as needed basis.

4. Small to Medium-Scale River, Stream, and Wetland Restoration Design Utilities and Natural Areas departments deliver stream, wetland, and river restoration projects to improve the health of the Cache la Poudre and Big Thompson watersheds.

The scope of these projects encompasses design work on small to medium-sized restoration efforts such as tributary water quality improvement projects, baseline evaluations of tributary conditions, low-to-medium tech process-based restoration, and small-scale construction of wetlands. The following is a list of stream and wetland restoration services that may be requested under this contract:

a) Conduct baseline geomorphic, hydrologic, hydraulic, habitat, and river health evaluations.

b) Conduct Hydrologic and Hydraulics (H&H) field investigation, survey, and modeling.

c) Prepare design plan sets (conceptual-100% level, project dependent) and specifications, erosion control plans, and construction documents.

d) Provide construction oversight and quality control checks.

e) Provide cost estimates for restoration projects.

f) Provide permitting support (City, County, FEMA floodplain permits, U.S. Army

Corps of Engineers, other relevant stream restoration permits).

g) Create monitoring plans and river health strategies.

h) Conduct pre- and post-restoration monitoring planning and implementation.

5. Irrigation Water Systems Design Utilities and Natural Areas departments manage irrigation and raw water systems for a variety of uses. The extensive irrigation infrastructure network managed by these departments includes ditches, wells, diversions, and pipes. The following services may be requested of the Professional to ensure this network is able to deliver water to meet the needs of the City:

a) Create designs for diversion structure, ditch, wells, headgate, pipes, measuring devices, and associated appurtenances design.

b) Assess conditions of existing infrastructure and assist with maintenance and repair prioritization.

c) Provide repair design solutions following ditch breaches or failures, sometimes under compressed timelines.

d) Conduct feasibility analysis or studies for irrigation and raw water systems.

e) Conduct flow capacity modeling.

f) Permitting, cost estimation, and construction oversight associated with the above tasks

6. General Requirements for all Design and/or Construction Projects

a) Construction drawings will be generated in AutoCAD. Drawing deliverables will include “For Construction” drawings in two formats;

• Electronic AutoCAD (most current version used by the City) files including all associated ctb files and xref files; and

• Electronic Adobe Acrobat PDF format drawings.

b) “As-Constructed” drawings shall also be provided to the City at the completion of the project and are the property of the City. “As Constructed” drawings shall consist of the Issued for Construction drawings redlined with as-built survey collected in the field during construction.

c) Construction contract documents and technical specifications shall adhere to the

City’s Standard Technical Specifications and General Conditions and standard front-end documents.

d) Cost estimates shall be prepared and submitted in Microsoft Word, Excel, and pdf formats.

e) The Professional shall prepare and provide all legal descriptions and corresponding exhibits for all easements or properties required for construction of the project.

f) All known existing utilities and structures shall be identified, located and shown horizontally and vertically, in relationship to the proposed improvements. The design shall either accommodate these utilities in their current location or provide the needed design and/or coordination to ensure the relocation of utilities and/or structures accommodates the project design.

g) Provide Environmental Engineering and Consulting as required to complete tasks such as environmental studies, LUST site identification, and wetlands delineation.

h) Provide Subsurface Utility Engineering (SUE) services including field locations, potholing, and surveying to produce stamped SUE plans in compliance with State of Colorado requirements.

i) Provide Landscape Architecture and Urban Planning services including landscape design and streetscaping/beautification (multi-modal, bike lanes, etc.) as required.

j) Identify all easements and properties required for any off-site construction and prepare all legal descriptions and exhibits needed by City for acquiring all easements and/or properties. Include all required surveying by a Professional Land Surveyor.

k) All applications for Federal, State, and City permits will be prepared and submitted by the Professional in coordination with the City.

l) Provide construction administration and engineering, submittal review and construction observation of projects based on percentage of field inspection time determined at the time of work order preparations.

m) Resident Engineer duties must be performed with experienced and qualified personnel approved by Utilities.

n) Provide all surveying required for the design of the project and baseline control for Professional use during construction. If a subconsultant will be used for this task, please provide the name and qualifications for this firm.

o) Provide geotechnical engineering services as necessary for the design process and for testing during construction of the project. If a subconsultant will be used for this task, please provide the name and qualifications for this firm.

p) Coordinate with adjacent property owners and perform public outreach in the form of meetings, presentations, and the preparation of exhibits for proposed projects.

q) Provide environmental permitting services such as wetlands determination and delineation, Section 404 permit preparation, Threatened and Endangered (T&E) species assessments, and Endangered Species Act (ESA) compliance for FEMA CLOMRs.

r) The design of permanent water quality features shall be in compliance with Exhibit B Stormwater Criteria Manual and adopted MS4 permit with the State of Colorado

Department of Health and Environment.

s) Prepare plan and profile sheets with an aerial photo base.

t) Prepare project construction detail sheets.

u) Prepare technical specifications to supplement Standard City Specifications.

v) Provide detailed written monthly progress reports throughout the duration of the design and construction of all work, detailing project progress, hours used, percent complete, schedule status, and any out of contract scope items. These progress reports will be part of the monthly billing by the Professional.

w) Coordinate, manage, and participate in Public Outreach efforts including open houses, presentations, individual meetings, publications, graphics, story maps, etc.

x) Provide an alternative analysis when requested by the City Project Manager and/or City staff.

y) Develop and submit floodplain use permits and associated no-rise certification, CLOMRs LOMRs for any water, wastewater and/or stormwater construction projects located in a regulated floodplain.

z) All stormwater and floodplain projects should be completed in accordance with Exhibit B Stormwater criteria manual and Exhibit A Floodplain Modeling Report Guidelines.

B. Minimum Qualifications Professionals should have a minimum of two (2) professional engineers licensed in the State of Colorado that will be assigned to the Agreement(s) awarded from this RFP. All project team members must possess a minimum of three (3) years’ experience in engineering services for water, wastewater, and stormwater engineering or be mentored and supervised by someone possessing the minimum level of experience detailed above.

C. Anticipated Schedule The following represents the City’s target schedule for the RFP. The City reserves the right to amend the target schedule at any time.

• RFP issuance: October 9, 2026

• Question deadline: 3:00 PM MT on October 19, 2026

• Final Addendum Issued: October 23, 2026

• Proposal due date: 3:00 PM MT on October 30, 2026

• Interviews (tentative): Early December 2026

• Award of Contract (tentative): Mid December

• Contract Start Date: January 15, 2027

D. Interviews In addition to submitting a written proposal, the top-rated Professionals may be interviewed by the RFP assessment team and asked to participate in an oral presentation to provide an overview of the company, approach to the project and to address questions.

The evaluation criteria for the oral interviews will be the same as the criteria for the written evaluations and is included in Section IV.

Instead of traditional in-person interviews for the optional interview session, the City may opt to use alternate methods including, but not limited to remote interviews through a platform such as Microsoft Teams.

E. Travel & Expenses Subject to the terms of the applicable Work Order, reasonable expenses may be reimbursable per the current rates found at www.gsa.gov. Professional will be required to provide original receipts to the City for all travel expenses.

F. Subcontractors/Subconsultants Professional will be responsible for identifying any subcontractors and/or subconsultants in their proposal. Please note that the City will contract solely with the awarded Professional; therefore, subcontractors and/or subconsultants will be the responsibility of the Professional.

G. Current standards All work and/or materials must meet current standards in force by recognized technical and professional societies, trade and materials supply associations, institutes and organizations, bureaus and testing laboratories, and national, federal, state, county, and local laws, codes and ordinances. All Work shall be performed in accordance with applicable ANSI, OSHA, or AWWA standards.

1. The City’s Development Construction Standards shall be followed for all projects.

The standards can be accessed via the following link:

https://www.fcgov.com/utilities/img/site_specific/uploads/water_wastewater_con struction_standards.pdf?1551818062.

Lack of compliance with these documents is grounds for cancellation of the Work Order/Purchase Order/Agreement(s).

H. Safety Practices, Safety Documentation and Training Professional shall comply with all engineering, safety, and operating requirements concerning installation of equipment in, on or around utility facilities; obtaining access facilities; and adhering to operating rules and requirements involving safe contact with utility equipment and water, gas and power lines, and confined spaces. Professional shall adopt Utility's minimum safety standards as the baseline requirements.

I. Fees, Licenses, Permits Professional shall be responsible for obtaining any necessary licenses, fees or permits without additional expense to the City. All vehicles and equipment shall be properly licensed and insured, carry the appropriate permits and be placarded as required by law.

J. Laws and Regulations The Professional agrees to comply fully with all applicable local, State of Colorado and Federal laws and regulations and municipal ordinances to include the American Disabilities Act (ADA). The City specifies that products or services furnished under this Agreement must be accessible to and usable by individuals with disabilities, consistent http://www.gsa.gov/ https://www.fcgov.com/utilities/img/site_specific/uploads/water_wastewater_construction_standards.pdf?1551818062 https://www.fcgov.com/utilities/img/site_specific/uploads/water_wastewater_construction_standards.pdf?1551818062 with federal and state laws. The Professional will be considered to satisfy the accessibility requirement if it meets the function performance criteria specified in Web Content Accessibility Guidelines (WCAG) 2.1 Level A and AA Success Criteria (2018). The Professional must maintain and retain full documentation of measures taken to ensure compliance with the accessibility criteria, including tests and simulations conducted. The Professional must agree to remediate (repair or replace) non-compliant products or services. The Professional further agrees to comply fully with the Occupational Safety and Health Act, all regulations issued there under, and all state laws and regulations enacted and adopted pursuant thereto.

K. Work Order Procedure Project assignments within the qualified pool of Professionals will be handled in accordance with the following:

• For assignments under $300,000, the Project Manager may enter into negotiations for the assignment with the Professional of their choice from the qualified pool or the Project Manager may solicit proposals from multiple professionals within the qualified pool. Assignments will typically be distributed to each Professional based on technical skills, work experience, capabilities, and availability.

• For assignments with a estimated cost from $300,000 to $1 Million, the Project manager is required to obtain a minimum of 2 proposals from the qualified pool.

• Any assignment with an estimated cost of $1 Million or greater is considered a capital project and must be addressed through a standalone formal solicitation process.

The City will award Work Orders to the Professional deemed most suited and available for the project from the pool. In addition, the City reserves the right to conduct independent competitive processes for similar work at its sole discretion. Work Orders will be created for each individual project, from start to finish, no phasing. See the Work Order section below for more detail.

L. Work Orders The awarded Professional(s) will be required to sign the City’s Work Order Type Agreement, a sample of which is attached as Section VI for reference purposes. In the event that the City has agreements with multiple Professionals for the Work, the City reserves the right to request proposals for individual Work Order assignments from the awarded Professionals or assign Work Orders directly to Professional at its sole discretion.

Selection for individual Work Orders may be based on, but not limited to, availability, approach, prior experience, firm capability, and cost.

The Project Manager will initiate the Work Order by providing the Professional with all the pertinent information required, and available, to accurately propose a not to exceed cost for the project. The Professional shall provide all personnel, subconsultants, and other necessary resources to complete the requested Work. Work Order pricing shall be based on the Rate Schedule(s) included in the Agreement. However, in instances where the City has communicated that an assignment is being competed among all Professionals with agreements, the Professional may elect to propose pricing which is more competitive than the Agreement Rate Schedule(s).

Individual Work assignments will be requested and agreed to utilizing the City’s Work Order (included in the Agreement). Each Work Order must include a start and completion https://www.w3.org/TR/WCAG21/ https://www.w3.org/TR/WCAG21/ date, total cost and a Scope of Work. Subsequent supporting documentation pages may include a project schedule, deliverables, hours, cost detail including hourly labor rates supporting total cost, personnel details and subconsultant/subcontractor information and quotes if applicable. Fees outlined in the Work Order will conform with those stated in the Agreement and subsequent renewals as of the Work Order commencement date and will be held firm through completion of the Work Order.

No Work Order over $7,500 will be considered valid until signed, at a minimum, by the Professional, project manager and Purchasing Department representative. Depending on the cost and nature of the Work, additional signature authorization may be required.

Work Orders will be created for each individual project, from start to finish, and no phasing will be permitted. Any changes to the dates, cost or scope of any Work Order must be agreed upon in writing utilizing the City’s Change Order (included in the Agreement) and will not be considered valid until signed, at a minimum, by the Professional, project manager and Purchasing Department representative.

M. Warranty Professional warrants all equipment, materials, labor and other work, provided under this Agreement, except City-furnished materials, equipment and labor, against defects and nonconformances in design, materials and workmanship for a period beginning with delivery and ending twenty-four months (24) months from and after final acceptance under the Agreement regardless of whether the same were furnished or performed by Professional or by any of its subconsultants/subcontractors of any tier. Warranty for installation and workmanship Upon receipt of written notice from City of any such defect or nonconformances, the affected item or part thereof shall be redesigned, repaired or replaced by Professional in a manner and at a time acceptable to City.

N. Invoicing and Payment Invoices should be emailed monthly to invoices@fortcollins.gov with a copy to the Project Manager. The cost of the work completed shall be paid to the Professional each month following the submittal of a correct, itemized invoice by the Professional indicating the project name, Purchase Order number, task description, hours worked, personnel/work type category, hourly rate for each employee/work type category, date of the work performed specific to the task, percentage of that work that has been completed by task, 3rd party supporting documentation with the same detail and a brief progress report.

Payments will be made using the prices stated in the Work Order and Agreement. In the event a service is requested which is not stated in the Work Order and/or Agreement, the Professional and the City will negotiate an appropriate unit price for the service prior to the Professional initiating such work.

The City pays invoices on Net 30 terms.

III. PROPOSAL SUBMITTAL

Please limit the total length of your proposal to a maximum of thirty (30) 8 ½ x 11” pages (excluding cover pages, table of contents, dividers and Acknowledgement form). Font shall be a minimum of 10 Arial and margins are limited to no less than .5” for sides and top/bottom.

Extended page sizes, such as 11” x 17”, count as a single page and may be used for detailed pricing. Links to other files or websites shall not be permitted. Proposals that do not conform to these requirements may be rejected.

mailto:invoices@fortcollins.gov

Professionals are required to provide detailed written responses to the following items in the order outlined below. The responses shall be considered technical offers of what Professionals propose to provide and shall be incorporated in the contract award as deemed appropriate by the City. A proposal that does not include all the information required may be deemed non-responsive and subject to rejection.

Responses must include all the items in the order listed below. It is suggested that the Professionals include each of the City’s questions with their response.

The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal.

A. Cover Letter / Executive Summary The Executive Summary should highlight the content of the proposal and features of the program offered, including a general description of the program and any unique aspects or benefits provided by your firm.

Indicate your availability to participate in the interviews/demonstrations on the proposed dates as stated in the Schedule section.

B. Professional Information

1. Describe the Service Provider’s/Professional’s business and background

2. Number of years in the business

3. Details about ownership

4. An overview of services offered and qualifications

5. Size of the firm

6. Location(s) of offices. If multiple, please identify which will be the primary for our account.

7. Primary contact information for the company including contact name(s) and title(s), mailing address(s), phone number(s), and email address(s).

C. Scope of Proposal

1. Provide a detailed narrative of the services proposed, if awarded the contract, per the scope above. The narrative should include any options that may be beneficial for the City to consider. Include the methods and assumptions used, and any exceptions and/or risks.

2. Describe how the Professional would potentially manage several projects at different sites and with different levels of expertise required to ensure each project’s timely and professional completion.

3. Describe the methods and timeline of communication the Professional will use with the City’s Project Manager and other parties.

4. Describe the way in which the Professional develops and maintains project schedules for projects and the scheduling software proposed to be used for sequencing tasks and scheduling. Please also address how the Professional works to overcome challenges.

5. Provide details on the Professional’s commitment to quality and attention to detail.

Explain the processes your team will use to ensure delivery of a high-quality finish product.

6. Describe how the project would be managed and who would have primary responsibility for its timely and professional completion.

7. Include a description of the software and other analysis tools that could be utilized for project cost estimation.

8. Identify what types of work and services, if any, may be subcontracted.

D. Firm Capability and Assigned Personnel Provide relevant information regarding previous experience related to this or similar projects, to include the following:

1. Provide an Organization Chart/Proposed Project Team: An organization chart containing the names of all key personnel and subconsultants with titles and their specific task assignment for this Agreement shall be provided in this section.

2. Provide resumes for each professional and technical person to be assigned to the project, including partners, subconsultants, and subcontractors. Please limit resumes to one page.

3. A list of qualifications for your firm and qualifications and experience of the specific staff members proposed to perform the services described above.

4. References. Provide a minimum of three similar projects with public agencies in the last 5 years (not to include the City of Fort Collins) that have involved the staff and subcontractors/subconsultants proposed to work on this project. Include the organization name, title of project, beginning price, ending price, contact name, email and phone number, subconsultants on the team and a brief description of the work and any change orders. The Professional authorizes the City to verify any and all information contained herein and hereby releases all those concerned providing information as a reference from any liability in connection with any information provided.

5. Provide any information that distinguishes Professional from its competition and any additional information applicable to this RFP that might be valuable in assessing Professional’s proposal.

E. Sustainability/TBL Methodology In concise terms (no more than two pages), please describe your organization’s commitment to sustainability and supporting values.

Each element of the TBL sustainability criteria will receive equal consideration in determining the final Sustainability/TBL score.

1. Address how your firm strives to incorporate all three aspects (social, environmental, and economic) of Triple Bottom Line (TBL) sustainable practices into the workplace. Provide examples along with any metrics used to measure success within your firm.

2. Also provide examples of how your firm has incorporated all three aspects of TBL sustainable practices in previous similar projects on which your firm has been the prime Professional.

Some examples are provided below:

a. Environmental – Experience delivering projects / programs focused on environmental health priorities in the areas of climate resiliency, water quality and watershed protection, regulatory performance, management systems, air quality, renewable energy, sustainable building and design, construction materials management, and solid waste reduction.

b. Economic – Experience working and delivering projects with an emphasis on strategic financial planning, job creation, business development, asset management, various project delivery methods, value engineering, regional partnerships, transparency, stakeholder engagement, strategic investments, aging infrastructure, repurposing of existing facilities, and competing financial priorities.

c. Social - Experience working and delivering projects, programs, and/or initiatives that support Equity, Diversity, and Inclusion throughout your firm’s workplace, including leadership, and supply chain. Examples of this may be demonstration of working within cultural and language gaps, development of diversity programs, diverse project teams, equitable opportunity vendor supply chain, and how your firm has applied an equity lens to processes such as recruitment, hiring, purchasing, career pathways, salaries, and staff engagement.

F. Cost In your response to this proposal, please provide the following:

1. Schedule of Rates: Provide a schedule of billing rates by category of employee and job title to be used during the term of the Agreement. The fee schedule will be used to prepare quotes. A fee schedule for subconsultants/subcontractors, if used, shall be included.

The Rate Schedule(s) will be firm for at least one (1) year from the date of the Agreement. Pricing stated in Work Orders shall be consistent with the pricing the Agreement or subsequent renewals as of the Work Order commencement date and will be held firm through the completion of the Work Order. Overhead, profit, general & administrative expenses shall not be separately priced and shall be included in the rate schedule(s) line items.

2. All indirect costs with the exception of travel are to be included in the hourly labor rates. Travel expenses may be reimbursable per the Agreement and current rates found at www.gsa.gov. Professional will be required to provide original receipts to the City for all travel expenses.

G. Sample Agreement Included with this request for proposals is a sample Agreement that the City intends to use for obtaining the services of the Professional. The Professional is required to review this Agreement and indicate any objections to the terms of the contract. If revisions to the contractual terms are requested, provide suggested revisions.

H. Acknowledgement The Acknowledgement form is attached as Section VI. Complete the attached form indicating the Professional hereby acknowledges receipt of the City of Fort Collins Request for Proposal and acknowledges that the Professional has read and agrees to be http://www.gsa.gov/ fully bound by all of the terms, conditions and other provisions set forth in the RFP.

IV. REVIEW AND ASSESSMENT CRITERIA

A. Proposal and Interview Criteria Professionals will be evaluated on the following criteria. This set of criteria will be the basis for review and assessment of the written proposals and optional interview session.

At the discretion of the City, interviews of the top-rated Professionals may be conducted.

The rating scale shall be from 1 to 10, a rating of 1 doesn’t meet minimum requirements, a rating of 5 means the category fulfills the minimum requirements, and 10 exceeds minimum requirements in that category.

WEIGHTING

FACTOR CATEGORY STANDARD QUESTIONS

2.0 Scope of Proposal

Does the proposal address all elements of the RFP? Does the proposal show an understanding of the project objectives, methodology to be used and results/outcomes required by the project? Are there any exceptions to the specifications, Scope of Work, or agreement? Are there other qualified personnel available to assist in meeting the project schedules if required? Is the project team available to attend meetings if required by the Scope of Work?

3.0 Firm Capability &

Assigned Personnel

Does the firm have the resources, financial strength, capacity and support capabilities required to successfully complete the project on time and in budget? Has the firm successfully completed previous projects of this type and scope? Do the persons who will be working on the project have the necessary skills and qualifications? Are sufficient people of the requisite skills and qualifications assigned to the project?

1.0 Sustainability/TBL

Methodology

Does the firm demonstrate a commitment to Sustainability and incorporate Triple Bottom Line methodology in both their Scope of Work for the project, and their day-to-day business operating processes and procedures?

Does the firm demonstrate a commitment to all three aspects (social, environmental, and economic) of the Triple Bottom Line (TBL) methodology of sustainability for this project and in their company value system as evidenced by their day-to-day business…