biddoc.pdf

CITY OF CAÑON CITY

REQUEST FOR PROPOSALS:

Clocktower Plaza Redesign

PROJECT RFP 144-26

POSTED VIA BIDNET:

https://www.bidnetdirect.com/colorado/cityofcanoncity

SECTION 1: INTRODUCTION & BACKGROUND

The City of Cañon City, Colorado is soliciting proposals from qualified vendors to provide engineering and design services on a project to construct a combination of public parking and public plaza space on a city owned lot at the SW corner of 3rd Street and Main Street.

The primary point of contact will be:

Leo Evans DPW Director

City of Cañon City LAEvans@canoncity.gov

Project Details

The project up for solicitation was originally designed through 100% Construction Drawings in 2026 and issued for bids. City Council elected to reject all bids on that effort and directed staff to modify the design based on community feedback.

This effort will seek to build upon the previous design and engineering that has been completed on site and modify that design to meet the updated vision of City Council. A copy of the conceptual design for the site that is preferred by City Council is included as Exhibit B to this request for proposals and will serve as the guiding feature for the site.

The previously developed plans, specifications, geotechnical report, drainage report, and Phase II Environmental documents are also included as attachments for review and use in preparing a bid.

CAD files from the previously developed plan set will be made available to the selected vendor under the condition that the new vendor is ultimately responsible for the development and delivery of their own signed and sealed complete plan set.

The city has budgeted $775,000 for this entire project, which is inclusive of any design and engineering costs.

City of Cañon City October 19th, 2026 Request for Proposals: Clocktower Plaza – Site Design (RFP 144-26) Page 2 of 6

SECTION 2: SCOPE OF SERVICES

Below is an anticipated level of need and effort required for each project. The list is not intended to be all inclusive but rather intended to convey a rough outline of the anticipated steps:

Project Management – Attend kickoff meeting and progress meetings. Provide agenda and minutes for meetings. Provide invoicing and other services for self and any sub-vendors.

Design Plans & Specifications – Develop a complete set of plans and specifications for the project to a level of readiness for bidding inclusive of any/all needed areas (electrical, plumbing, structural, geotechnical, civil, etc.…). Develop and manage cost estimates at milestone stages. Update the Geotechnical Report to match the design (if needed). Update the Drainage Report to match the design (if needed). Even though the size is below the threshold the site should be designed to water quality standards as the ultimate point of discharge is an irrigation ditch. Preparation of bid schedules and bid alternates as directed during the progression of the project design. Anticipate three submittals to City at roughly 50% complete, 95% complete, and 100% complete.

Bid Assistance – Attend a pre-bid meeting for the project. Assist the city with reviewing and responding to RFI (Requests For Information) during the bidding process. Review and draft addenda as needed. Review bids and assist in developing a recommendation to City Council for award. City will be responsible for posting of the bid documents, tracking RFI, issuing addenda, and opening bids.

Design Services During Construction – Review contractor submittal materials and shop drawings and provide recommendation on acceptance/rejection. Develop and process and redesigns needed post award to meet differing site conditions or for other reasons as directed by the City.

The proposed schedule is as follows:

RFP Issued – October 19th, 2026 Questions Close – November 5th, 2026 Proposals Due – November 12th @ 11:00 AM Proposal Evaluation – November 12th thru 20th, 2026 Notify Selected Vendor – November 20th, 2026 Professional Services Agreement (PSA) – November 20th thru December 4th, 2026 City Council Consideration of PSA – December 21st, 2026 Commence Design: December 22nd, 2026 50% Plan Submittal: February 26th, 2027 95% Plan Submittal: March 26th, 2027 100% Plan Submittal: April 16th, 2027 City Issue for Bids: May 2027 Construction September 2027 – April 2028

Request for Proposals: Clocktower Plaza – Site Design (RFP 144-26) Page 3 of 6

SECTION 3: CONTENT OF PROPOSAL

Content: To be considered for selection, each vendor must submit, at minimum, the following information in keeping with the following format and identifying each item by number and letter.

A. Letter of introduction. Briefly describe the vendor and the name, address, email, and phone number of the primary point of contact between the vendor and the city.

B. Project Team and Structure. Identify a single primary point of contact (Project Manager) within the vendor and an organizational chart for up to three (3) additional key staff that will likely be involved in the project delivery based on the qualified tasks. Provide resumes and experience of the up to four (4) total staff identified.

C. Relevant Project Experience. Provide details on a maximum of three comparable projects where you have performed similar scope work on in the past. Where possible highlight previous experience working on public plaza and/or park projects.

D. References. Provide at least three (3) references that may be contacted for verification of the vendor's experience and qualifications. If possible, provide references for the above identified example projects.

E. Location. Provide a location where the bulk of the engineering work will be performed. Full points will be awarded for vendors providing a bulk of the services within Fremont County and decreasing points assigned for vendors with a bulk of the work outside of Fremont County based on the relative distance from Cañon City.

F. Project Understanding and Approach. Provide details outlining your approach to each specific project and identified need. Walk through all the steps necessary for successful delivery of these critical projects for the community and highlight your approach to each and the challenges you foresee with each of these projects. Provide a project schedule that you intend to utilize in delivering these projects.

G. Compensation / Payment Schedule. Provide a detailed priced proposal to fulfill this request for proposal. The pricing should be broken down by scope of service as outlined above.

H. Professional Services Agreement. Review the City's PSA and confirm that you are willing to execute the agreement as written or note any areas that would be requested for revision. The City will only accept revisions to the PSA in extraordinary circumstances and reserves the right to reject Proposals based on the revisions requested. A copy of the City's PSA is included as an exhibit to this document for reference.

Request for Proposals: Clocktower Plaza – Site Design (RFP 144-26) Page 4 of 6

SECTION 4: RFP INSTRUCTIONS AND RESPONSE

Submittal, review, scoring and selection of RFP’s will be as outlined below.

Pre-Submission Meeting & Vendor Inquiries:

No formal Pre-Submission Meeting will be held for this project.

Vendors must submit any questions via BidNet. Questions must be received by 4PM on Thursday, November 5th, 2026, and all questions must be submitted via the electronic method through BidNet for consideration. Responses to questions received via BidNet and through the pre-bid will be posted no later than Friday, November 6th, 2026.

Proposal Submittal Vendors will prepare proposals in compliance with all the instructions outlined in the RFP. Partial or incomplete proposals will be rejected. A vendor official with the legal authority to bind the vendor must sign the proposal in ink. All proposals must be firm for acceptance for 180 days following the proposal period.

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO BIDNET:

https://www.bidnetdirect.com/colorado/cityofcanoncity Deadline for submittal is Thursday, November 12th 2026 Not later than 11:00 a.m. [Mountain Standard Time]

Provide contact information for the principal individual(s) to be contacted regarding the information in the RFP.

RFP Evaluation:

Proposals will be evaluated and selected based on the following:

1. Written Proposal Evaluation (100/100 Points)

a. Qualification and Availability of Proposed Personnel (10 Points)

b. Comparable Successful Projects (20 Points)

c. References (5 Points)

d. Location (5 Points)

e. Project Understanding and Approach (10 Points)

f. Cost Proposal (50 Points)

2. In Person Interview (+10 Additional Points – If Needed for tie breaking purposes)

Proposals will be scored by a team of City Staff and/or elected officials.

False or Misleading Statements:

Vendors must take great care to ensure sufficient information has been provided to allow Cañon City to evaluate the technical solution being offered, any options proposed, and all supporting information, technical documentation, references and points of contact, corporate capabilities, etc.

Request for Proposals: Clocktower Plaza – Site Design (RFP 144-26) Page 5 of 6

Vendors must be aware that if a proposal contains false or misleading information of any kind or does not contain sufficient detail to fully evaluate the technical solution or proposed price, Cañon City reserves the right, in its sole discretion, to reject the proposal. Vendors also understand that if the information provided does not support a function, attribute, capability or condition as proposed by the vendor, Cañon City may reject the proposal.

Acceptance of Proposal Content:

The City's professional services agreement must be executed by the selected vendor prior to work commencing. The contents of the RFP response and all pricing, terms and statements contained therein are binding upon the vendor. The successful Proposal, including all terms, conditions and pricing contained therein, may be incorporated into the awarded contract. Failure to timely execute the City's PSA may result in the selection of another offer or rejection of the submitted Proposal.

Vendors must respond to all requirements of this RFP. Vendors must clearly identify any limitations and/or exceptions to the requirements inherent in the proposed system. Alternative approaches will be given consideration if the Proposal clearly offers increased benefits to Cañon City.

No Obligation to Buy:

The City of Cañon City reserves the right to refrain from contracting with any vendor. The release of this RFP does not compel Cañon City to make any purchase. The City of Cañon City cannot contract for services until grant funds have been secured from the State of Colorado.

Withdrawal of Proposals:

Vendors may withdraw a proposal that has been submitted at any time up to the proposal closing date and time. To accomplish this, a written request signed by an authorized representative of the vendor must be submitted to the RFP Contact. The vendor may submit another proposal at any time up to the proposal closing date and time.

Cost of Preparing Proposals:

The City of Cañon City is not liable for any costs incurred by vendors in the preparation and presentation of proposals and demonstrations submitted in response to this RFP.

Legal Compliance:

Vendor must comply with all federal, state, and local law including business licensing, bond, and insurance requirements. The City may require proof of compliance at any time. The selected consultant and all professionals responsible for regulated professional services shall maintain all licenses, registrations, certificates of authorization, and other credentials required by Colorado law for the services to be performed. All plans, specifications, reports, surveys, and other documents required by law to be sealed must be prepared by a licensed professional and bear the required seals and signatures.

Vendor Responsibility:

Unless otherwise stipulated, vendors must provide, and pay for, all materials, labor, tools, equipment, transportation, and other facilities necessary for the performance and completion of the work.

Request for Proposals: Clocktower Plaza – Site Design (RFP 144-26) Page 6 of 6

Single Point of Responsibility:

The City of Cañon City expects to have a single point of contact (i.e., a single point of authority and a single contracting entity for this project). Cañon City will not enter into any agreement that does not provide a single point of accountability for the completion of the project. All subcontractors are to be listed in the RFP response and are subject to approval by Cañon City. Likewise, Cañon City will provide a single point of contact/authority for the project to facilitate the coordination of efforts.

No Binding Contract Prior to Execution Submission of a proposal does not create a contract or other binding obligation between the City and any vendor. The City has no obligation to any vendor unless and until a Professional Services Agreement has been fully executed by authorized representatives of both parties. The City's acceptance of a proposal does not constitute acceptance of the vendor's terms and conditions except to the extent expressly incorporated into the executed Professional Services Agreement.

Public Records Proposals and other materials submitted in response to this RFP may be subject to disclosure under the Colorado Open Records Act, C.R.S. § 24-72-201 et seq. A vendor claiming that particular information is exempt from disclosure must clearly identify the specific information and the legal basis for the claimed exemption. Blanket designations of an entire proposal as confidential or proprietary will not be accepted. The City will make disclosure determinations in accordance with applicable law.

END OF DOCUMENT

LIST OF ATTACHMENTS:

Attachment A: City Professional Services Agreement Attachment B: Project Plans (Previous Design) Attachment C: Project Manual (Previous Design) Attachment D: Geotechnical Report (Previous Design) Attachment E: Technical Specifications (Previous Design) Attachment F: Phase II Environmental (Previous Design) Attachment G: Drainage Report (Previous Design) Attachment H: Updated Conceptual Design