biddoc.pdf

REQUEST FOR PROPOSALS

FOR

Clark Centennial Park

RFP-426084

Issued 10/16/2026

Issued by:

City of Longmont Purchasing & Contracts Procurement Specialist: Tyler Mellecker

For:

City of Longmont External Services/Parks, Recreation, and Open Space

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REQUEST FOR PROPOSALS (RFP)

RFP-426084

Procurement Specialist: Tyler Mellecker Email Address: Tyler.Mellecker@longmontcolorado.gov Telephone Number: 303-651-8494

This is a Best Value Approach (BVA) Request for Proposals, a unique procurement method. The City will present training to understand and properly apply the BVA method in the Pre-Proposal Conference.

Pre-Proposal/Best Value Approach Education Virtual Conference (attendance recommended): The City will host a Pre-Proposal/Education Conference on 10/21/2026 at 11:00 AM MT on Microsoft Teams at the following link:

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/262383026421929?p=2Ewz3bVB94o2h7J2Mw

Meeting ID: 262 383 026 421 929

Passcode: 3to6Gk2x

Pre-Proposal/In-Person Site Walk and Conference (attendance recommended): The City will host a Pre- Proposal/Site Walk Conference on 10/23/2026 at 2:00 PM MT at the following location: Clark Centennial Park East parking lot at 1100 Lashley St, Longmont, CO 80504

The purpose is to provide help understanding the Best Value Approach as well as this Request for Proposals (RFP) and its requirements, terms and conditions.

Proposals must be submitted electronically in the SOVRA/Bidnet Rocky Mountain E-Purchasing System and will be time-stamped by the system upon receipt. A response that is not fully uploaded and submitted prior to the Proposal Due Date and Time is late will not be accepted. Submitting a response 12-24 hours prior to the Proposal Due Date and Time is highly encouraged.

A How to Submit a Bid guide is available courtesy of SOVRA/Bidnet for assistance with submitting a proposal in the system. The Supplier Knowledge Base contains additional general resources.

Schedule of Events (subject to change)

All times are local Colorado time

RFP Issued: ........................................................................ 10/16/2026 Pre-Proposal/Education Conference: ............................... 10/21/2026 at 11:00 AM MT Pre-Proposal/Site Walk and Conference: ......................... 10/23/2026 at 2:00 PM MT Inquiry Deadline: ............................................................... 10/28/2026 at 5:00 PM MT Final Addendum Issued: .................................................... 10/30/2026 at 3:00 PM MT Proposal Due Date and Time: ........................................... 11/13/2026 at 2:00 PM MT Interviews: ........................................................................ 11/17/2026 Identification of Potential Best-Value Proposer: .............. 11/18/2026 https://teams.microsoft.com/meet/262383026421929?p=2Ewz3bVB94o2h7J2Mw http://www.bidnetdirect.com/ https://bidnetdirect.sovra.com/knowledge-base/submit-bid/ https://bidnetdirect.sovra.com/

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Clarification Kick-off Meeting: .......................................... 12/1/2026 Final Clarification Meeting: ............................................... 12/8/2026 Contract Award: ................................................................ 12/15/2026

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TABLE OF CONTENTS

SECTION I. EXECUTIVE SUMMARY

A. Expectation of Proposer Conduct B. BVA Proposal Orientation

SECTION II. SCOPE OF WORK

A. Overview B. Goals C. Scope of Work D. Contract Timeline

SECTION III. SPECIAL INSTRUCTIONS TO PROPOSERS

A. Contact Information B. Offer Forms C. Submittal Instructions D. RFP Questions E. Modifications

SECTION IV. PROPOSAL EVALUATION – SELECTION CRITERIA, PROCESS, & SUBMITTAL DOCUMENTS . 16 A. Description of Evaluation B. Project Cost Controls of the Best Value Approach (BVA) C. Clarification D. Award

SECTION V. ADMINISTRATIVE INFORMATION

A. Process Subject to Purchasing Code B. Official Means of Communication C. Addenda D. Proposal Forms E. Insurance F. Modification or Withdrawal of Proposals G. Minor Informalities H. Responsibility Determination I. Acceptance of RFP Terms J. Protested Solicitations and Awards K. Confidential/Proprietary Information L. Acceptance of Proposal Content M. RFP Cancellation N. Negotiation of Award O. Contract P. Irregular Proposals Q. Collusion R. RFP Response/Material Ownership S. Incurring Costs T. Utilization of Award by Other Agencies U. Non-Discrimination V. News Releases W. Certification of Independent Price Determination X. Taxes Y. Assignment and Delegation Z. Availability of Funds AA. Standard of Conduct BB. Damages for Breach of Contract CC. Right to Inspect DD. Laws to be Obeyed

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EE. Equal Opportunity FF. Other Statutes GG. Local and Small Business Preference HH. Livable Wage Required II. Accessibility JJ. Determination of Responsibility of the Proposer KK. Acceptancy of Proposal and Its Effects

ATTACHMENT LIST

Attachment A .................................................................................. RFP Cover Page, Declaration & Checklist Attachment B .......................................................................................... Key Proposer Personnel Lead Form Attachment C ...................................................................................................... Project Cost Proposal Form Attachment D-0 ............................................ Project Capability Submittal (SC/LE, VA) Checklist and Format Attachment D-1 .................................................................................. Scope/Level of Expertise (SC/LE) Plan Attachment D-2 ......................................................................................................... Value-Added (VA) Plan Attachment E .......................................................................................................................... Reference List Attachment F .......................................................................................................... Clarification Phase Guide Attachment G ....................................................................................... Weekly Risk Reporting System Guide Attachment H .................................................................................................. Sample Design-Build Contract Attachment I ................................................................................................................... Contract Exceptions Attachment J ............................................................................ General Conditions of Design-Build Contract

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SECTION I. EXECUTIVE SUMMARY

The City of Longmont (City) issues this Request for Proposal (RFP) to obtain proposals and award a contract for the Clark Centennial Park Renewal Project. The scope relates to the Scope of Work as specified in this RFP with the goal of securing the best value for the City.

A. Expectation of Proposer Conduct

To ensure the process is fair and well managed, proposers are held to an expectation of conduct as defined in this document. Behavior or interactions with City staff will be of a professional manner; for the purposes of this RFP, interactions with City staff other than the point of contact listed in this RFP are prohibited. Proposers will follow the proposal instructions as described in this RFP unless the Purchasing & Contracts division has instructed in writing otherwise. Proposers will disclose fully all products or services being proposed or implemented with City.

All participating proposers and their partners associated with this RFP must follow these expectations.

The City reserves the right to disqualify proposers for non-compliance with these expectations.

B. BVA Proposal Orientation

This is a Best Value Approach (BVA) proposal. Proposers are expected to meet or exceed the minimum requirements in the City’s Scope of Work specified below. The BVA RFP is a unique procurement method.

The City will present training to understand and properly apply this BVA method in the Pre-Proposal /Education Conference as specified on the Schedule of Events. The Pre-Proposal presentation materials will be available to all interested proposers. That presentation material will be incorporated into this RFP.

The City reserves the right to reject any or all proposal submittals and is under no obligation to award any business to any proposer as a result of the BVA RFP process.

SECTION II. SCOPE OF WORK

A. Overview

The City of Longmont seeks a qualified Design-Build Team to deliver a multi-phase renewal of Clark Centennial Community Park. The park's aging infrastructure, electrical systems, drainage deficiencies, worn sports surfaces, outdated facilities and structures, and areas of ADA non-compliance require a comprehensive assessment and reinvestment strategy to address critical safety and code-related deficiencies and establish a long-term plan for park renewal.

The selected Design-Build Team shall conduct a comprehensive park-wide assessment to document existing conditions, identify deficiencies, and quantify the work necessary to support long-term park renewal. Based on the assessment, the Design-Build Team shall develop a comprehensive, multi-year, phased renewal plan that prioritizes improvements according to the safety, severity, urgency, and interdependencies of identified deficiencies. Phase 1 shall focus on the most critical safety, code compliance, and infrastructure needs identified through the assessment. It is anticipated that a significant portion of the Phase 1 scope may consist of electrical infrastructure improvements; however, RFP-426084 Clark Centennial Park Page 7 of 27 the Design-Build Team shall identify and address all critical deficiencies determined through the park-wide assessment.

The project shall also incorporate City-provided visitation and demographic data, consultation with City Parks and Recreation staff, and resident and interest-holder engagement to inform priorities and ensure that park improvements continue to serve residents safely, equitably, efficiently, and in a manner that supports long-term operational sustainability.

The selected Design-Build Team will be responsible for the assessment and phased improvement plan, Phase 1 design and construction, and the development of design and construction proposals for future phases. Following completion of Phase 1 construction, additional phases identified through the assessment may be authorized and incorporated into the Design-Build Team's contract, subject to the availability and appropriation of funding, City approval, and the City's Capital Improvement Program (CIP) schedule.

Project Budget

Currently Funded Project Budget: $2,110,000 ($500,000 funded in 2026, $1,610,000 funded starting January 2027)

B. Goals

The goals of this project are to:

1. Develop a prioritized, data-supported, multi-year renewal plan based on assessment findings.

2. Deliver a complete and constructible Phase 1 project that is sufficiently developed to support permitting and construction.

3. Establish a clear path for the remaining scope by developing conceptual designs, scopes, sequencing recommendations, and cost estimates that can be used by the City to support future CIP funding requests and advance the remaining work with possible phases considered without unnecessary redesign or rework.

4. Support long-term park sustainability and operational efficiency by considering life-cycle costs, maintenance requirements, constructability, cost effectiveness, and opportunities to add value through the park renewal process.

5. Leverage City-provided visitation and demographic data to inform investment priorities, as applicable.

6. Engage City staff, residents, and interest holders to inform park renewal priorities and incorporate community and operational considerations into the assessment, design, and phasing recommendations.

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C. Scope of Work

The Design-Build Team shall provide the professional services necessary to assess existing park conditions, develop a comprehensive renewal strategy, design and construct Phase 1 improvements, and establish a clear framework for the design and construction of the remaining scope.

The Scope of Work shall include, but is not limited to, the following:

1. Park-Wide Assessment and Site Analysis

The Design-Build Team shall conduct a comprehensive assessment of Clark Centennial Community Park to establish existing conditions and identify deficiencies, renewal needs, and opportunities for improvement.

The assessment shall include, as applicable:

• Electrical systems and infrastructure;

• Sports fields and courts and associated surfaces;

• Drainage and stormwater systems;

• Walkways and site circulation;

• Lighting;

• Shelters and other site structures;

• Restrooms and park facilities;

• Playgrounds and other recreational amenities;

• Vegetation and landscaping;

• Parking and site access;

• ADA accessibility;

• CPTED considerations;

• Life safety and public safety concerns;

• Applicable codes and regulatory requirements; and

• Other infrastructure, facilities, or site conditions identified by the Design-Build Team through its assessment.

The Design-Build Team shall identify and document deficiencies and quantify the scope of work necessary to address identified needs and bring the park toward current standards for safety, accessibility, code compliance, and relevant industry standards.

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The Design-Build Team shall review and incorporate City-provided visitation and demographic data to understand park use patterns and inform the prioritization of improvements as needed.

2. Interest-Holder and Community Engagement

The Design-Build Team shall coordinate with City Parks and Recreation staff and facilitate an engagement process with City staff, City interest holders, residents, park users, and other relevant stakeholders to inform the park-wide assessment, renewal strategy, Phase 1 recommendations, and future- scope of work planning.

Engagement shall be integrated with the assessment and planning process and shall evolve as additional information about existing conditions, deficiencies, funding, project constraints, and potential phasing becomes available. The purpose of engagement is to provide the project team with community, operational, and institutional perspectives that can help inform priorities, validate identified needs, identify considerations that may not be apparent through technical assessment alone, and support transparent communication about project needs, funding, priorities, and phasing.

Engagement activities shall include, as appropriate:

• City staff and interest-holder engagement, including workshops, interviews, or focused meetings with departments, divisions, program staff, operations and maintenance staff, and other City interests to identify operational needs, existing issues, programming considerations, asset priorities, and potential impacts of proposed improvements;

• Community and park-user engagement to understand how the park and its existing amenities are used, identify community perspectives on existing conditions and needs, and gather input that may inform priorities and future-phase planning;

• Informational engagement to share assessment findings, identified needs, funding parameters, project constraints, anticipated phasing, and the distinction between needs-driven Phase 1 improvements and improvements that may be considered in the future scope of work;

• Validation of identified needs and priorities, including consideration of whether assessment findings and proposed priorities are consistent with observed park use, community experience, City operations, and other relevant stakeholder perspectives;

• Engagement regarding phasing and future improvements, as appropriate, to help identify community and operational considerations that may inform the sequencing and development of subsequent phases; and

• Documentation and incorporation of relevant feedback into the park-wide assessment, renewal strategy, Phase 1 recommendations, design development, and future scope of work recommendations, as appropriate.

The Design-Build Team shall clearly communicate that Phase 1 priorities will be primarily driven by documented existing conditions, safety, accessibility, code compliance, infrastructure needs, asset condition, available funding, and other technical and operational requirements. Community and interest-holder input shall inform, but shall not supersede, these requirements.

The Design-Build Team shall coordinate the timing and content of engagement activities with the City so that engagement is informed by the findings of the assessment and can be appropriately focused as the project develops. The City and Design-Build Team shall determine the appropriate level and format of engagement based on the project phase, information available, and decisions requiring input.

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The Design-Build Team shall provide a summary of engagement activities, key themes and considerations identified, and how relevant input was considered or incorporated into the assessment, Phase 1 recommendations, renewal strategy, and future scope of work planning.

3. Park Renewal Strategy

Based on the park-wide assessment, visitor and demographic data, City staff input, and community engagement, the Design-Build Team shall develop a comprehensive, multi-year phased park renewal strategy.

The strategy shall prioritize improvements, with the highest-priority safety-related work occurring in the first phase. The remaining scope of work beyond the identified first phase scope shall be quantified to support preparation of the City's 2028 Capital Improvement Program (CIP) request, which is due in April 2027.

Once funding is confirmed, the additional scope shall be refined based on CIP budgeted dollars that are available.

The renewal strategy shall:

• Prioritize improvements based on safety, code compliance, urgency, asset condition, public impact, and other relevant factors, with critical safety and code-related improvements occurring before lower-priority usability and enhancement improvements;

• Define the anticipated scope, design requirements, and implementation approach; and

• Identify potential impacts of construction on park programming and operations.

4. Phase 1 Design and Construction

The Design-Build Team shall complete the design, permitting, and construction of the Phase 1 improvements identified through the park-wide assessment and approved by the City.

Phase 1 shall address the highest-priority deficiencies identified through the assessment, with emphasis on critical life safety, code compliance, and infrastructure needs. The City anticipates that Phase 1 will include significant electrical infrastructure improvements; however, the final scope shall be based on the assessment findings and City approval.

Except for third-party construction materials testing, which will be provided by the Owner, the Design- Build Team shall be responsible for all services necessary to deliver Phase 1, including, but not limited to:

• Site survey and verification of existing conditions;

• Final design and construction documents suitable for permitting and construction;

• Required permitting, utility coordination, and regulatory approvals;

• Construction of the approved Phase 1 improvements, including associated site restoration;

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• Coordination with the Owner's third-party materials testing consultant during construction;

• Testing, commissioning, inspections, and documentation necessary to achieve project acceptance (excluding Owner-provided third-party construction materials testing);

• As-built documentation; and

• Maintenance of safe park operations throughout construction, including temporary access, site controls, and construction phasing as necessary.

The Design-Build Team shall demonstrate that the proposed Phase 1 improvements can be delivered within the approved budget and schedule while minimizing disruption to park operations outside the limits of construction.

5.Future Scope, Design, and Cost Estimating

The Design-Build Team shall develop a strategy for the remaining park improvements identified through the park-wide assessment. The strategy shall provide the City with sufficient technical, cost, and scheduling information to support future Capital Improvement Program (CIP) planning.

The Design-Build Team shall:

• Develop conceptual-level designs and define the anticipated scope of work;

• Recommend an implementation sequence that minimizes project risks, reduces the potential for redesign or rework, and supports efficient delivery of the scope of work;

• Prepare planning-level cost estimate and anticipated implementation schedule- for additional scope at a level of detail sufficient to support the City's CIP programming and funding requests;

• Identify key project risks, assumptions, constraints, and long-lead items that could affect future implementation; and

• Recommend opportunities to improve constructability, lifecycle value, operational continuity, and overall program delivery.

Future-phase design and construction services are not included in the initial contract and shall be authorized only upon City approval and the availability of funding. As future funding is secured through the City's CIP process, the City may, at its sole discretion, amend the contract to authorize the Design- Build Team to provide design and construction services for subsequent phases.

6. Project Deliverables

The Design-Build Team shall provide all deliverables necessary to successfully complete the Work and support the City's long-term park renewal program. At a minimum, the deliverables shall include:

• A comprehensive park-wide assessment documenting existing conditions, deficiencies, opportunities, and recommended priorities;

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• A summary of visitor and demographic analysis, stakeholder engagement, and the resulting recommendations incorporated into the renewal strategy;

• A prioritized strategy, including implementation sequencing, key risks, assumptions, and recommendations to support efficient future delivery;

• Phase 1 design documents suitable for permitting and construction;

• Completion of the approved Phase 1 improvements, including testing, commissioning, and record documentation;

• Conceptual-level scope, planning information, implementation recommendations, and planning-level cost estimates for the anticipated remaining scope of work sufficient to support the City's Capital Improvement Program (CIP) planning and funding requests; and

• Any additional documentation necessary to demonstrate successful project delivery, support City acceptance of Phase 1, and facilitate implementation of the remaining scope of work.

7. Design and Construction Standards

All design and construction shall comply with applicable City of Longmont standards and requirements, including the City of Longmont Design Standards and Construction Specifications and applicable Park Development Design Standards.

The project shall comply with the current Americans with Disabilities Act (ADA) requirements and all applicable federal, state, and local codes, regulations, and permitting requirements.

Rehabilitation, replacement, and refurbishment of park facilities and infrastructure shall be developed in accordance with relevant industry standards and best practices. Project solutions shall consider long-term maintenance requirements, operational efficiency, life-cycle considerations, constructability, and cost effectiveness.

Construction plans and specifications shall provide complete development of the proposed improvements and shall include, as applicable:

• Construction drawings and details;

• Owner's Special Conditions;

• Owner's Division 1 Technical Specifications;

• Division 02–33 construction specifications; and

• Other documentation necessary for permitting and construction.

The Design-Build Team's proposed solutions shall recognize industry best practices while considering cost effectiveness and opportunities to add value to the overall park renewal. The Design-Build Team shall identify and estimate anticipated permit costs associated with its proposed design and construction solutions.

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D. Contract Timeline

The effective date of providing the required scope will be from the date the Contract is fully executed through the completion of Phase 1 as defined in the Contractor’s proposed schedule 2028. The City may enter into future contracts for additional Phases contingent upon the availability of CIP funding.

6City Time Constraints:

• Phase 1 design + construction: 2026–2028

• Receipt of Park-Wide Assessment with Estimated Costs: March 2027

Contingent upon availability of CIP funding, additional contracts may be issued for future work:

• Future phase design build construction

SECTION III. SPECIAL INSTRUCTIONS TO PROPOSERS

Proposers should carefully review each item in the following sections. By submitting an offer, the proposer makes a firm commitment to meet or exceed all of the above requirements in Section II, Scope of Work. An incomplete proposal may be disqualified.

A. Contact Information

The City of Longmont Purchasing and Contracts Division, as the issuing office, is the sole point of contact throughout this solicitation process. Proposers shall not directly contact other personnel regarding matters concerning this RFP or to arrange meetings related to such. The City’s contact responsible for this RFP is:

Tyler Mellecker Procurement Specialist Tyler.Mellecker@longmontcolorado.gov Telephone Number: 303-651-8494

B. Offer Forms

Proposers will submit the following Offer Forms completed accurately in the format provided and according to any instructions contained within the form. Failure to follow instructions contained in the forms may result in disqualification.

Attachment Form Value Attachment A RFP Cover Page, Declaration & Checklist Pass / Fail Attachment B Key Personnel Proposal Form Pass / Fail Attachment C Cost Proposal Form Pass / Fail Attachment D Project Capability Submittal (SC/LE, VA) Checklist and Format Pass / Fail Attachment D1 Scope/Level of Expertise (SC/LE) Plan Value Attachment D2 Value Added (VA) Plan Value Attachment E Reference List Pass / Fail Attachment I Contract Exceptions Pass / Fail

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C. Submittal Instructions

The City will only accept proposals in the Bidnet Rocky Mountain E-Purchasing System (“RMEPS”) and will not accept hardcopy proposals, or proposals submitted by any other means. If you have questions or need assistance, contact Bidnet support at 800-835-4603.

After uploading proposal documents, you must click the SUBMIT button. The City will not accept uploads that are “saved” but not “submitted”. To verify that your proposal was submitted successfully, you may contact Bidnet Support or verify via the Bid Management tab in your account that the documents are not in “Draft” status. Bidnet recommends submitting 12-24 hours prior to the Due Date and Time.

By submitting a response to this RFP, the person submitting represents and warrants that they are an authorized agent who has fulfilled all requirements to possess actual authority to bind the Proposer to each and every term, condition, article, and obligation of this RFP and any resultant contract.

Late proposals will not be accepted.

Response Requirements – Submittal Documents To ensure that a proposal is complete and addresses all key RFP issues, proposals must follow the format listed below. Organize your proposal into the following sections, in the order listed, and inclusive of all requested information:

1. RFP Cover Page, Declaration and Checklist (Attachment A). Complete and submit the RFP Cover Page, Declaration and Checklist.

2. Key Personnel Lead (Attachment B). Complete and submit the Key Personnel Lead form, identifying the Proposer’s primary project lead who will oversee execution of the work as the single point of contact responsible for the project’s success if awarded a contract. This must be the person who will be interviewed if shortlisted.

3. Project Cost Proposal Form (Attachment C). Complete and submit the Cost Proposal form. The other proposal documents must not include any information about the cost except for financial information associated with a Value Add (see Attachment D2).

4. Project Capability (PC) Submittal. Complete and submit the Project Capability Submittal, including:

a. Attachment D-0, the PC Submittal Checklist

b. Attachment D-1, Scope/Level of Expertise Plan (SC/LE)

c. Attachment D-2, Value-Added Plan (VA)

Purpose of PC Submittal

• Assist City in prioritizing proposers’ submittals based on their scope, expertise and ability to understand and deliver the intended project/scope of services.

• Provide high-performing proposers with the opportunity to differentiate themselves from their competitors due to their experience and expertise by using verifiable performance metrics and previous relative project performance results.

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• The Scope/Level of Expertise Plan is to allow proposers to differentiate themselves based on their technical capability and understanding of City’s specific needs. It should summarize the metrics that show the proposer can accomplish the subject project with the Scope defined by past experiences on similar projects. Proposers should identify scope claims based on their expertise and experience supported by verifiable performance metrics that show the capability to this specific project environment and requirement. All costs associated with technical capabilities listed in the Scope/Level of Expertise Plan must be included in the proposed base project cost (see Attachments C and D1).

• The purpose of the Value-Added Plan is to provide proposers with an opportunity to identify any value-added options or ideas that may benefit City. These options or ideas may also be referred to as additional or optional services. Where applicable, the proposer should identify:

1) what City may have excluded or omitted from its Scope of Work; and 2) how these options or ideas have been successful through verifiable performance information of previous projects. The proposer should list the cost and time impact of its options or ideas. All cost and revenue impacts associated with the Value-Added options listed in Attachment D-2 must not be included in the proposed base cost (see Attachment C).

PC Submittal Format Requirements

• The PC submittal must not contain any names that can be used to identify who the proposers are (such as firm names, personnel names, project names, or product names).

• A PC proposal template is attached to this RFP. This document must be used by all proposers.

Proposers should not re-create, re-format, or modify the template in any manner. Proposers must type their responses in the template provided.

• Failure to comply with any of the PC format requirements may result in disqualification.

• The PC submittal must not contain marketing information. The submittal should be used to prove to City that the proposer has expertise for the specific scope of work in this RFP.

• References used in the PC submittal must be listed in the Attachment E: Reference List. The Reference List is not seen by the selection committee until after PC submittal scoring is completed.

5. Reference List (Attachment E). Complete and submit the Reference List. There is an area on both the Scope/Level of Expertise Plan and Value-Added Plan where performance claims should be linked to these references. Because the submittals for D-1 and D-2 are anonymous, list only the reference number which corresponds to the matching number on the Reference List.

6. Contract Exceptions (Attachment I). Complete and submit the Contract Exceptions form, indicating either (1) no exceptions are taken to the Sample Contract and terms and conditions of the RFP; or (2) there are exceptions. Specific exceptions must be noted and included with the form.

D. RFP Questions

You may submit questions via the RMEPS Question & Answer for this RFP until the Inquiry Deadline provided in the Schedule of Events. Questions and answers will be consolidated and incorporated into the

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RFP by addendum. The City is not responsible for responding to late questions. The City will publish responses to proposers’ inquiries as an addendum on RMEPS in a timely manner. Proposers cannot rely on any other statements that clarify or alter any specification or other term or condition of the RFP.

E. Modifications

The City reserves the right to change or extend the due date or revise the RFP document prior to the due date. Such revisions will be announced to all prospective proposers by addenda. In the event modifications, clarifications or additions to the RFP become necessary as determined by City, such explanations or corrections will be published on RMEPS for all prospective proposers. Proposers shall acknowledge receipt of all Addenda in the designated spaces provided in Attachment A. Oral explanations and interpretations made prior to the Proposal Due Date and Time will not be binding.

SECTION IV. PROPOSAL EVALUATION – SELECTION CRITERIA, PROCESS, & SUBMITTAL DOCUMENTS

A selection committee will evaluate and score the responses to the RFP based on the information provided in each response and City’s evaluation of the proposer’s understanding of the objectives of this project.

City may elect to contact listed references to gather information specific to their history with the proposer.

The Pre-Proposal/Education Conference will be important for proposers to understand what information needs to be included in the proposal.

Proposals will be reviewed based on the four criteria listed below. These points have been evaluated as critical qualifications to the success of the project.

No. Rating Criteria % Weighting 1 Scope/Level of Expertise Plan (SC/LE) 40 2 Value Added Plan (VA) 20 3 Cost Proposal Pass / Fail 4 Interview 40

A. Description of Evaluation

The Selection Committee will evaluate the Scope/Level of Expertise Plan, the Value-Added Plan, and interviews.

Project Capability Evaluation Committee members will not know the identity of the proposer when evaluating the PC Submittal. Scoring will solely be based on each committee member’s assessment of whether the performance metrics submitted in the proposal demonstrate that the proposer has the expertise required to successfully complete the requested Scope of Work and generate value for the City.

Committee members will know the identity of the proposers during interviews but will not know which interview corresponds to which PC Submittal.

Interview Evaluation The Key Personnel Lead will participate in an interview to assess expertise. This is not a presentation. The Selection Committee will conduct the interview, and a second individual may attend to address pricing questions if needed.

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The committee may interview all proposers or only a shortlist. A shortlist is typically used when many proposals are received and there is a clear break in PC Submittal scores, making it mathematically significantly unlikely for lower-scoring proposals to achieve a winning score through the interview.

Scoring Each committee member will assign a score of 1, 5, or 10 for the following criteria: Scope/Level of Expertise Plan, Value Added Plan, and the interview. They are instructed to assign a “10” if they feel responses demonstrate the proposer has a high level of expertise and ability to add value with supporting performance metrics; a “5” if they are unsure, and a “1” if they feel the response demonstrates that the proposer does not have the expertise to deliver the requested Scope of Work or increase value.

Cost will be evaluated mathematically, with the best price receiving the most points.

B. Project Cost Controls of the Best Value Approach (BVA)

There are two cost controls in the BVA including:

1. Best Value Check: After the prioritization of proposers, if the best value Proposer is within 5% of the next best value cost proposal, the best value Proposer will be prioritized first. If not within the range, the best value Proposer will attempt to justify why they should be awarded the contract. If the justification is clear to the selection committee, they will move into the clarification period.

2. Dominance Check: Before the contract is awarded, a justification has to be given for the best value Proposer. If the justification is not sufficient, the award may go to the next best value who has met all the requirements of the BV approach. The Dominance Check will provide the justification for hiring the highest prioritized Proposer. The Proposer selected for an award will be the one whose proposal is responsive, responsible, and is the most advantageous to City, as determined by City in its sole discretion.

C. Clarification

The potential best value Proposer(s) will be required to complete the Clarification Phase as outlined in the Clarification Phase Guide (Attachment F). The intent of this phase is to allow the Proposer(s) an opportunity to clarify their proposal, address any issues or risks, any concerns to be resolved, develop a Weekly Risk Report (Attachment G), and prepare a presentation for the Clarification Summary Meeting.

D. Award

The City will notify each proposer of City’s selection either verbally, in writing, or both.

1. City reserves the right to reject any or all proposals and to award to more than one proposer and to other than the lowest-priced proposer. The decision of the RFP award(s) by City is final.

2. City at its sole discretion may decide to take no procurement action as a result of the RFP and/or may re-issue all or portions of the RFP.

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3. City reserves the right to accept or reject without consideration proposals that do not address the full requirements of the RFP or that do not reach the designated address and contact before the proposal due date and time identified.

The final award(s) is dependent upon the Proposer’s Scope of Work (SOW) being acceptable to City.

Proposal responses and contents provided by the Proposer will be considered contractual obligations.

Any existing agreements with the selected Proposer are construed as representative of minimum terms and conditions between City and the Proposer. Any new or unique requirements as a result of the RFP response can be added or amended, at City’s sole option, to the existing agreements. It should be understood that obligations of confidentiality will be an important condition of any resulting contractual arrangement. The selected Proposer and all employees performing duties on this project will be required to keep all aspects of this project in confidence.

All contractors’ performance will be tracked through the Weekly Risk Report System (See Attachment G).

SECTION V. ADMINISTRATIVE INFORMATION

A. Process Subject to Purchasing Code

The Request for Proposal process shall be conducted subject to the Purchasing Code, Chapter 4.12 of the Longmont Municipal Code, (LMC).

B. Official Means of Communication

All official communication from the City to proposers will be via postings on an electronic solicitation notification system, Rocky Mountain E-Purchasing System (RMEPS), bidnetdirect.com/city-of-longmont.

The Procurement Specialist will post notices that will include, but not be limited to, any modifications to administrative or performance requirements, answers to inquiries received, clarifications to requirements, and the announcement of award. It is incumbent upon proposers to carefully and regularly monitor the RMEPS for any such postings. In addition, the City may send communications to attendees of the Pre-Proposal/Education Conference via email. The City does not guarantee accurate information obtained from sources other than RMEPS.

C. Addenda

Any explanations or corrections shall be made as Addenda to the documents and shall be published on RMEPS for all prospective proposers. Proposers shall acknowledge receipt of all Addenda in the appropriate spaces provided in the Proposal Acknowledgement. Oral explanations and interpretations made prior to the Proposal Due Date and Time will not be binding.

D. Proposal Forms

1. A person who submits a proposal and affixes "President," "Secretary," "Agent," or other designation to his or her signature, without disclosing the principal, may be personally held to the proposal.

2. The City will not consider more than one proposal from an individual, firm, partnership, or corporation under the same or different names. Evidence that any proposer is interested in more than one proposal for the same work will be cause for rejection of all http://www.bidnetdirect.com/city-of-longmont

RFP-426084 Clark Centennial Park Page 19 of 27 such proposals. Collusion between the proposers will be considered sufficient cause for the rejection of all affected proposals. A party quoting prices to a proposer is not thereby disqualified from quoting prices to other proposers or from submitting a direct proposal on the proposer's own behalf.

E. Insurance

The awarded proposer will be required to, at its own cost, secure and continuously maintain through the term of the contract the minimum insurance coverages listed below, with forms and insurers acceptable to City. In addition, the awarded proposer will be required to maintain such coverages for the insurance listed in paragraphs 1, 3 and 4 below for two additional years. For any claims-made policy, awarded proposer shall include the necessary retroactive dates and extended reporting periods to maintain continuous coverage.

1. General liability, including contractual liability, of at least $1,000,000 per each occurrence plus an additional amount adequate to pay related attorney's fees and defense cost.

Coverage shall include bodily injury, property damage, personal injury, and contractual liability.

2. Comprehensive Automobile Liability with minimum limits for bodily injury and property damage coverage of at least $1,000,000 per each occurrence plus an additional amount adequate to pay related attorneys' fees and defense costs, for each of awarded proposer’s owned, hired or non-owned vehicles assigned to or used in performance of the contract.

3. Workers' Compensation according to the Workers' Compensation Act of the State of Colorado and Employer's Liability with limits of at least $500,000.

4. The required general liability and comprehensive automobile liability policies shall contain endorsements to include City and its officers and employees as additional insureds. The required professional liability and workers’ compensation policies or coverages shall not contain endorsements including the City, its officers or employees as additional insureds. Every policy required above shall be primary insurance. Any insurance or self-insurance benefits carried by City, its officers, or its employees, shall be excess and not contributory to that provided by awarded proposer.

5. Awarded proposer shall, upon request, provide City a certified copy of each required policy.

6. As evidence of the insurance coverages required by the contract, before beginning work under the contract, the awarded proposer shall furnish certificates of insurance certifying that at least the minimum coverages required here are in effect and specifying the liability coverages (except for professional liability) are written on an occurrence form to:

City of Longmont 350 Kimbark Street Longmont, CO 80501 Attention: Procurement Specialist

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With the exception of professional liability and workers’ compensation, policy or policies providing insurance as required will defend and include the City, its council, officers, agents and employees as additional insureds on a primary basis for work performed under or incidental to the contract.

7. Only insurance written by insurance companies authorized to do business in Colorado complies. If awarded proposer is self-insured under the laws of the State of Colorado, awarded proposer shall provide appropriate declarations and evidence of coverage.

8. Awarded proposer shall not cancel, change, or fail to renew required insurance coverages.

Awarded proposer shall notify City's Risk Manager of any reduction or exhaustion of aggregate limits, which City may deem to be a breach of the contract.

9. The City relies on, and does not waive or intend to waive, by any provision of the contract, the monetary limitations or any other rights, immunities, and protections provided by the Colorado Governmental Immunity Act, § 24-10-101 et seq., C.R.S., as from time to time amended, or otherwise available to the parties, their officers, or their employees.

10. If any insurance required here is to be issued or renewed on a claims-made form as opposed to the occurrence form, the retroactive date for coverage will be no later than the commencement date of the project and will state that in the event of cancellation or nonrenewal, the discovery period for insurance claims (tail coverage) will be at least 72 months.

11. Awarded proposer shall not cancel, non-renew or cause insurance to be materially changed or replaced by another policy without prior approval by City.

F. Modification or Withdrawal of Proposals

Proposals may be modified or withdrawn by the proposer prior to the established due date and time.

G. Minor Informalities

Minor informalities are matters of form rather than substance evident from the response or insignificant mistakes that the City can waive or correct without prejudice to other proposers. The Procurement Specialist may waive such informalities or allow the proposer to correct them depending on which is in the best interest of the City.

H. Responsibility Determination

The City will make awards only to responsible proposers. The City reserves the right to assess proposer responsibility at any time in this RFP process and may not make a responsibility determination for every proposer.

I. Acceptance of RFP Terms

A proposal submitted in response to this RFP shall constitute a binding offer. The autographic signature of a person legally authorized to execute contractual obligations on behalf of the proposer shall indicate acknowledgment of this condition. A proposal in response to this RFP acknowledges acceptance by the

RFP-426084 Clark Centennial Park Page 21 of 27 proposer of all terms and conditions as set forth herein. The proposer shall identify clearly and thoroughly any variations between its proposal and the RFP in the cover letter. The City will deem a failure to waive any rights to subsequently modify the terms of performance, except as outlined or specified in the RFP.

J. Protested Solicitations and Awards

Any actual or prospective proposer aggrieved in connection with the solicitation or award of a contract may submit a written protest to the Purchasing and Contracts Manager. Actual or prospective proposers shall submit protests within three calendar days of the date they learned of or reasonably should have learned of facts giving rise to the protest. A protest based upon restrictive specifications or alleged improprieties in the RFP must be filed no later than three calendar days prior to Due Date and Time for proposals, unless the aggrieved party did not know and should not have known of the facts giving rise to such protest prior to three days before the closing date for proposals.

K. Confidential/Proprietary Information

The City neither requests nor encourages the submission of confidential/proprietary information in response to this RFP. All proposals will be confidential until the City awards and fully executes a contract with the successful proposer. At that time, all proposals and documents pertaining to the proposals will be open for public inspection, except for the material that is proprietary or confidential.

Proposers can make a request for confidentiality to the Procurement Specialist if the submission is in accordance with the following procedure. This is the sole responsibility of the proposer. The Procurement Specialist is not required to attempt to cure any information that is at a variance with this procedure, and the City may not give the proposer an opportunity to cure any variances after proposal submission. The City will not consider a proposal in its entirety nor proposal price information to be confidential/proprietary. Proposers with questions about the application of this procedure should direct inquiries to the Procurement Specialist listed in this RFP.

Procedure for Submitting Proprietary or Confidential Information:

1. The proposer will submit one additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of the proposal, the proposer will black out all text and/or data that it wishes the City to consider confidential and denote the information as “proprietary” or “confidential”.

2. A written description will accompany the “FOR PUBLIC VIEWING” copy of the proposal identifying the material that the proposer considers proprietary or confidential. Specific reasoning for why each item is to remain confidential, other than recitation of a specific state or federal statute, is required.

3. When a proposer submits a “FOR PUBLIC VIEWING” version of their proposal, that version will be open to the public while the City will maintain the original version of the proposer’s proposal as confidential material.

The Procurement Specialist may declare a proposal that is at variance with this procedure non-responsive and such proposal may not be considered.

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L. Acceptance of Proposal Content

The contents of the proposal (including persons specified to implement the project) of…