biddoc.pdf

7500 W. 29th Ave., Wheat Ridge, CO 80033

Documented Quote Form 26-50 – Parks & Recreation Strategic Plan Update

Request Date: Monday, October 19, 2026 Responses Due: Wednesday, October 28, 2026

2:00PM

Department: Parks & Recreation Contact Name: Whitney Mugford-Smith

1. Documented Quote

1.1. Description/Specification/Scope of Work

1.1.1. Project Goals

The purpose of this engagement is to establish a clear, coordinated, and measurable strategic direction for Wheat Ridge Parks & Recreation. The updated plan should:

1. Establish strategic focus. Identify a limited number of high-impact priorities that reflect the

Department's most important opportunities, challenges, and organizational needs over the next five years.

2. Evaluate organizational performance and readiness. Assess progress under the existing strategic plan, identify gaps and emerging issues, and evaluate the Department's strengths, challenges, capacity, and readiness to advance its priorities.

3. Strengthen organizational alignment. Establish a shared understanding of strategic direction among Department leadership, employees, and the Parks and Recreation Commission, connecting departmental priorities with the work of individual divisions, programs, and service areas.

4. Translate strategy into action. Convert broad goals into specific objectives, initiatives, milestones, and measurable outcomes, with clear responsibility for implementation.

5. Inform resource allocation and decision-making. Provide a framework for evaluating competing priorities, aligning staffing and financial resources, identifying dependencies, and making informed choices about where to focus organizational effort.

6. Establish accountability and continuous improvement. Create a practical performance-management framework that enables the Department to monitor progress, evaluate results, identify necessary adjustments, and communicate performance to leadership and other stakeholders.

7. Position the Department for the future. Identify emerging trends, risks, opportunities, and organizational capabilities that will influence the Department's ability to deliver high-quality parks, recreation, forestry, open space, and related services.

The final plan must be sufficiently focused to guide action and decision-making. It should not attempt to address every departmental activity as a separate strategic priority.

1.1.2. Scope of Work

The selected Consultant will provide professional facilitation, organizational assessment, strategic analysis, plan development, and implementation planning. The Consultant is expected to recommend and lead a coherent planning methodology appropriate to the Parks & Recreation Department's needs, timeline, and budget.

Task 1: Project Initiation and Work Plan

The Consultant will work with Department leadership to establish project objectives, confirm roles and responsibilities, and develop a detailed work plan.

At a minimum, this task will include:

• An initial kickoff meeting with Department leadership.

• Review and confirmation of project scope, schedule, engagement methods, and decision-making responsibilities.

• Identification of key stakeholders and appropriate engagement methods.

• Development of a project communications and coordination plan.

• Confirmation of deliverables, review milestones, and procedures for incorporating feedback.

Deliverable: A project work plan identifying activities, engagement opportunities, milestones, deliverables, responsibilities, and anticipated completion dates.

Task 2: Organizational Assessment and Strategic Analysis

The Consultant will conduct a structured assessment of the Department's current position and future strategic needs. This assessment must extend beyond a summary of existing documents and should generate independent analysis and actionable findings.

The assessment will include, at a minimum:

• Review of the 2021 Strategic Plan, including progress, accomplishments, incomplete initiatives, continued relevance, and lessons learned.

• Review of the Department's vision and mission, City strategic priorities, Parks and

Recreation Pathway, Open Space Management Plan, and other relevant plans, policies, or organizational documents.

• Evaluation of existing goals, initiatives, performance measures, and reporting practices.

• Review of available operational, participation, financial, staffing, asset, service-delivery, and community-engagement data, as appropriate.

• Identification of organizational strengths, challenges, service gaps, emerging issues, and opportunities for improvement.

• Consideration of relevant industry trends, peer-agency practices, innovation, partnerships, and evolving community expectations.

• Identification of key organizational risks, resource constraints, dependencies, and capacity considerations that may affect implementation.

The Consultant should recommend an appropriate analytical framework, such as a SWOT analysis, environmental scan, or other structured assessment, where it will contribute meaningful insight. The Department is not seeking a collection of generic planning exercises;

analytical methods should directly inform strategic choices.

The Consultant will synthesize findings into a concise assessment that identifies the most consequential issues facing the Department and their implications for future strategy.

Deliverable: An organizational assessment and strategic findings summary, including key findings, implications, opportunities, and recommended considerations for strategic prioritization.

Task 3: Stakeholder Engagement and Leadership Alignment

The Consultant will design and facilitate a targeted engagement process to develop a shared understanding of organizational needs, strategic opportunities, and priorities.

Engagement will include, at a minimum:

• Department leadership representing the Department's divisions and service areas.

• Department employees, including appropriate opportunities for variable and part-time employees to contribute.

• Parks and Recreation Commission members (optional).

The Consultant should recommend additional engagement with City leadership or other stakeholders where it would materially strengthen the plan.

Engagement methods may include interviews, facilitated workshops, focus groups, surveys, or other techniques appropriate to the audience and project budget. The response should explain how the consultant will obtain meaningful input, synthesize differing perspectives, and distinguish broad organizational needs from individual requests or operational issues.

The engagement process should build alignment without becoming unnecessarily time-consuming or duplicating prior community-wide planning efforts. The Department's existing community engagement and planning documents should be used to inform the process.

The Consultant will facilitate strategic discussions that help participants identify common themes, surface difficult choices, assess competing priorities, and build agreement around the

Department's future direction.

Deliverable: A stakeholder engagement summary documenting participation, major themes, areas of alignment or disagreement, and implications for the strategic plan.

Task 4: Strategic Framework and Priority Development

Based on the assessment and engagement findings, the Consultant will facilitate the development of a cohesive strategic framework for the Department.

The framework must identify a manageable number of strategic priorities, generally three to five, that represent the most significant organizational outcomes to pursue over the five-year planning horizon.

For each proposed priority, the consultant will develop:

• A clear strategic priority statement.

• The rationale for the priority, including the needs, findings, or opportunities it addresses.

• A defined desired outcome or future state.

• Specific objectives that describe what the Department intends to accomplish.

• Recommended initiatives or strategic actions necessary to advance the objectives.

• Proposed measures of success and, where feasible, baseline data and target outcomes.

• Preliminary implementation timing, dependencies, and resource considerations.

The strategic framework should distinguish between strategic priorities and routine operational responsibilities. It should also identify areas where the Department should maintain, strengthen, change, defer, or discontinue efforts, as appropriate.

The Consultant must demonstrate how the proposed priorities align with the Department's mission and vision, City priorities, and relevant existing plans, while identifying any important gaps, conflicts, or emerging needs.

Deliverable: A draft strategic framework for leadership review and refinement before the full plan is developed.

Task 5: Implementation and Performance-Management Framework

The updated strategic plan must include an implementation framework that translates the strategic direction into an achievable program of work.

For each strategic objective, the framework will identify, as appropriate:

• Specific actions, initiatives, or milestones.

• A designated responsible division, role, or position, with final assignments confirmed by the Department.

• A proposed implementation timeframe.

• Performance measures and intended targets.

• Baseline information or a method and timeline for establishing a baseline.

• Key resource needs, dependencies, or implementation risks.

• A recommended process for reporting progress and adjusting actions.

The Consultant will develop a performance-management approach that is practical to maintain within existing organizational capacity. Measures should emphasize meaningful results and outcomes wherever feasible, rather than relying exclusively on activity counts or outputs.

The framework should distinguish between leading indicators of progress, measures of completed work, and longer-term outcomes where appropriate. It should also recommend a process for reviewing performance, addressing barriers, and adjusting priorities as circumstances change.

The Department seeks a plan that can be integrated into existing management practices, including annual work planning, budget development, leadership discussions, and reporting to the Parks and Recreation Commission and City leadership.

Deliverable: An implementation matrix and performance-management framework that clearly connect priorities, objectives, actions, responsibility, timing, measures, and targets.

Task 6: Draft Plan, Refinement, and Final Deliverables

The Consultant will prepare a draft strategic plan that integrates the organizational assessment, engagement findings, strategic framework, and implementation approach.

The draft will be presented to Department leadership for review. The consultant will facilitate at least one structured review session, document feedback, and revise the plan accordingly.

The Consultant will then prepare the final plan, incorporating agreed-upon revisions and ensuring consistency across the strategic framework, implementation matrix, and performance measures.

The final plan must be professionally designed, accessible, concise, and suitable for use as both an internal management tool and a public-facing document.

Final deliverables will include:

1. A final five-year Parks & Recreation Strategic Plan, provided in accessible PDF and editable source formats.

2. A concise executive summary suitable for City leadership, Commission members, employees, and community audiences.

3. A detailed implementation matrix in an editable spreadsheet or equivalent format.

4. A performance-measure framework identifying definitions, baselines or baseline-development needs, targets, data sources, and recommended reporting frequency.

5. A recommended annual strategic review and update process.

6. A final presentation summarizing the strategic direction, major decisions, priorities, and implementation approach.

All final materials will be provided to the City in formats that allow Department staff to maintain and update the plan without continued Consultant assistance.

4. Project Management and Coordination

The Consultant will maintain regular communication with the Department's designated project manager throughout the engagement. The Consultant is responsible for coordinating activities, managing the work plan, facilitating meetings, documenting decisions, and communicating schedule or budget concerns promptly.

The response should identify the anticipated number and format of meetings, workshops, interviews, and review sessions included in the proposed fee.

The consultant should also describe how it will manage project scope and schedule to ensure that the final deliverables are completed within the approved budget and calendar year 2027 deadline.

5. Proposed Project Schedule

The Department anticipates beginning work in 2027 and requires completion of all deliverables within that calendar year. Proposers should recommend the most effective timeline for the proposed methodology.

The Department anticipates a project duration of approximately four to six months, subject to the consultant's recommendation and the availability of key participants.

The response should include a schedule identifying major phases, engagement activities, draft and final deliverables, Department review periods, and the anticipated completion date. The schedule must allow adequate time for thoughtful analysis and meaningful leadership input without extending the process unnecessarily.

6. Consultant Qualifications and Response Requirements

Responses should demonstrate the firm's ability to deliver a sophisticated and practical strategic plan within the stated budget and timeframe.

At a minimum, responses must include:

1. Project understanding and approach. Describe the firm's understanding of the Department's needs and the proposed methodology for completing the work. Explain how the approach will produce a focused, actionable, and measurable strategic plan rather than a generic planning document.

2. Work plan and schedule. Provide a proposed work plan, project schedule, engagement strategy, and description of anticipated deliverables.

3. Project team. Identify the proposed project manager and key team members, their roles, relevant experience, and anticipated involvement. Identify any subcontractors and their responsibilities.

4. Relevant experience. Provide examples of comparable strategic planning engagements, preferably involving municipal parks and recreation departments or other complex public-sector organizations. Examples should demonstrate experience translating organizational assessment and stakeholder input into strategic priorities, measurable outcomes, and implementation systems.

5. Work samples and demonstrated results. Include at least two examples of completed strategic plans or comparable work products. Examples should demonstrate the quality of the firm's analysis, strategic thinking, clarity of priorities, practicality of implementation, and effectiveness of performance measures.

6. Engagement and facilitation methods. Describe how the firm will facilitate candid discussion, navigate competing perspectives, build leadership alignment, and develop meaningful participation across organizational levels.

7. Budget and fee structure. Provide a detailed, itemized fee proposal, including estimated hours by task or phase, personnel rates, expenses, and any other anticipated costs. The total cost must not exceed $25,000.

8. References. Provide at least three references from clients for whom the proposed project manager or core team has completed comparable work.

9. Assumptions and additional recommendations. Identify any assumptions, exclusions, or additional recommendations that will affect the proposed approach, deliverables, budget, or schedule.

The City reserves the right to request clarification, conduct interviews, verify references, and negotiate final scope and deliverables with the selected firm.

8. Desired End Product

The successful engagement will result in a strategic plan that is more than a statement of aspirations.

It will provide Wheat Ridge Parks & Recreation with a clear direction, a limited set of meaningful priorities, measurable outcomes, an achievable implementation roadmap, and a repeatable process for evaluating progress and adjusting course.

The plan should be sophisticated in its analysis, focused in its priorities, realistic in its commitments, and practical in its application. Department leadership and employees should be able to use it to answer three fundamental questions:

• What matters most over the next five years?

• What must we do, and how will we know we are succeeding?

• How will we use the plan to guide decisions, allocate resources, and hold ourselves accountable?

1.1.3. Submittal Information

Provide a detailed response to the above request, be sure to include a reference for similar work. Provide both a lump sum quote as well as an itemized quote if applicable. Offer the best pricing available for the item(s) or services listed below. Freight and delivery cost must be included in the quoted price. For construction, renovation or repair project, the vendor must provide proof of insurance for not less than

$1,000,000.00. Standard city terms and conditions will apply.

1.2. Quote Submission

1. Documented Quote Submission* Upload Documented Quote here

*Response required

2. Administrative and Offeror Information

2.1. Proposal Opening, Evaluation, and Award

There is no public opening. Names of each proposer will be posted on the city website. Proposals will be examined after opening and will be evaluated based on the evaluation criteria. The firm selected for the award will be chosen based on the apparent Best Value to the City and not necessarily based on lowest price. The City reserves the right to make multiple awards if deemed in the best interest of the City. No proposal may be withdrawn for a period of sixty (60) calendar days of the Proposal Opening date.

2.2. Sales & Use Tax

Don’t include sales or use tax in your proposal, as the City of Wheat Ridge is exempt from City, County, State, and Federal sales and excise taxes. Certificates will be issued upon request. City of Wheat Ridge Sales Tax

Exempt: 98-03515

2.3. Proposer Qualifications

No proposal will be accepted from and no contract will be awarded to any person, firm, or corporation that is in arrears to the City of Wheat Ridge, upon debt or contract that is a defaulter, as surety or otherwise, upon any obligation to the City, or that is deemed irresponsible or unreliable by the City. If requested, proposers shall be required to submit satisfactory evidence that they have a practical knowledge of the particular supply or service bid upon and that they have the necessary financial resources to provide the proposed supply or service.

2.4. Right to Investigate

The City reserves the right to investigate and confirm the proposer’s financial responsibility. This may include financial statements, bank references, and interview with past consultants, employees, and creditors.

Unfavorable responses to these investigations are grounds for rejection of the proposal.

2.5. No Commitment by the City of Wheat Ridge

This Documented Quote does not commit the City of Wheat Ridge to award any costs or to pay any costs, or to award any contract, or to pay any costs associated with or incurred in the preparation of a proposal to this request, or to procure or contract for services or supplies. In acceptance of proposals, the City of Wheat Ridge reserves the right to negotiate further with one or more of the contractors as to any features of their proposals, and to accept modifications of the work and price when such action will be in the best interest of the City. This includes solicitation of a best and final offer from one or more of the proposers.

2.6. Proposal Representation

Each proposer must sign the proposal and shall give his or her full business address on the form provided in this proposal. Proposals by partnerships shall be signed with the partnership name by one of the members or by an authorized representative. Proposals by corporations shall be signed with the name of the corporation, followed by the signature and designation of the president, secretary, or other person authorized to bind it in the matter and shall have the corporate seal affixed thereto.

2.7. Anti-Collusion Clause

No officer or employee of the City of Wheat Ridge, and no other public official or employee who may exercise any function or responsibilities in the review or approval of this undertaking, shall have any personal or financial interest—direct or indirect—in any contract or negotiation process thereof. The above compliance request will be part of all City of Wheat Ridge contracts for this service.

2.8. Indemnification

Contractor hereby indemnifies and agrees to hold the City and its representatives and agents harmless for and on account of any act or omission of the Contractor in the execution and completion of the project specified herein, and this indemnification shall extend to and include Bodily Injury, Property Damage or Personal Injury, including compensatory, economic, punitive or special damages suffer by any person or entity in connection with the project. Contractor agrees to defend the City hereunder and indemnify the City, to include all court costs and attorney’s fees incurred in any defense required to be undertaken by the City as a result of the actions of the Contractor on the project. Notwithstanding the foregoing, nothing contained herein shall be deemed a waiver by the City of any of the protections afforded the City by virtue of the provisions of the

Colorado governmental Immunity Act (Colo. Rev. Stat. 24-10-101).

2.9. Insurance

The successful Proposer(s) will be required to execute Certificates of Insurance to be attached to the executed contract documents and which shall become part of the contract as information documents only. The certificates shall provide that the insurance shall not be cancelled or terminated prior to completion of the work and that thirty (30) days’ notice shall be given the City prior to cancellation of policies.

The successful Proposer shall be required to maintain the following insurance coverage:

Certificate Holder:

City of Wheat Ridge 7500 West 29th Avenue Wheat Ridge, CO 80033

Required

City of Wheat Ridge, its officers and employees must be named as an additional insured to general liability policy.

Required

All policies as required shall provide a waiver of subrogation in favor of City of Wheat

Ridge.

Required

Workers Compensation - statutory limits provided by an insurance carrier that is licensed to do business in Colorado. The policy shall contain a Waiver of

Subrogation on behalf of City of Wheat Ridge.

Employer’s liability:

$100,000 each accident $500,000 disease policy limit $100,000 disease each employee

Required

Commercial General Liability

$1,000,000 each occurrence $2,000,000 general aggregate $1,000,000 personal injury $2,000,000 products and completed operation aggregate

If applicable to the scope of work, the following shall be included:

-No exclusion for abuse or molestation -No exclusion for assault and battery -Liquor liability

Required

Builder’s Risk – The Contractor shall insure 100% of the replacement value of the work and materials installed and delivered, plus the replacement value of the work or materials furnished or delivered but not yet paid for by the City, for the life of the contract on an All-Risk basis, subject to the normal exclusions, terms, and conditions of the standard Builder’s Risk insurance policy with an insurance company or companies acceptable to the City. The Contractor shall be responsible for all damage to the work under construction until acceptance of and release of responsibility for the work to the City.

Required

Commercial Automobile Liability – including owned, hired, and non-owned vehicles. (If autos are used in the performance of work under this agreement).

Combined single limit for bodily injury and property damage.

$1,000,000 each accident

Required

Professional Liability/Errors and Omissions

$1,000,000 each claim $1,000,000 aggregate

Required

The insurance requirements specified by the City shall remain in effect for the full term of the contract and/or agreement and any extension thereof. Updated

Certificates of Insurance shall be sent to the City during the full term of the contract and/or agreement and any extension thereof.

Required

Any subcontractors must meet the same insurance requirements for the contract or purchase order unless Procurement has approved a deviation.

Required

2.10. Laws and Regulations

All applicable State of Colorado and Federal laws, City and County ordinances, licenses and regulations shall apply to the award throughout, and herein incorporated here by reference.

The Proposer shall confirm its compliance with the 80% Colorado labor requirement of the Keep Jobs in

Colorado Act, H.B. 13-1292, including C.R.S. 8-17-101,et seq.

2.11. Federally Funded Projects

Supplier must complete and submit the Vendor Qualification Form provided with the request. Failure to complete this form and submit with response may result in the disqualification of the contractor. The City’s acceptance of this proposal shall be based on information provided by the contractor in the form. For all federally funded projects, Contractor cannot be banned or debarred, per current sam.gov information at www.sam.gov.

2.12. Accessibility

Contractor(s) and solutions complies with all applicable provisions of §§24-85-101, et seq., C.R.S., [1] and the

Accessibility Standards for Individuals with a Disability, as established by the Office Of Information

Technology pursuant to Section §24-85-103(2.5). Contractor also complies with the latest version of Level AA of the Web Content Accessibility Guidelines (WCAG), currently version 2.1, as described in State of Colorado

Technical Standard TS-OEA-002, Technology Accessibility for Web Content and Applications when developing solutions for the state.

https://ciwheatridgecous.sharepoint.com/sites/Procurement/Shared%20Documents/Templates/ADA%20Template%20Refresh/www.sam.gov

The Contractor agrees to indemnify, save, and hold harmless the state, its employees, agents and assignees

(collectively, the “Indemnified Parties”), against any and all costs, expenses, claims, damages, liabilities, court awards and other amounts (including attorneys’ fees and related costs) incurred by any of the Indemnified

Parties in relation to the Contractor’s failure to comply with §§24-85-101, et seq., C.R.S., or the Accessibility

Standards for Individuals with a Disability as established by the Office of Information Technology pursuant to

Section §24-85-103(2.5).

Any additional costs to add accessibility features will be the obligation of the Contractor, and any addition or change to the Price Proposal will be disallowed.

2.13. Subcontracting

No portion of this proposal may be subcontracted without the prior written approval of the City.

2.14. 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 has any supervisory authority over the services to be rendered. 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 Wheat Ridge is prohibited.

2.15. Modification of Agreement

No modification of award shall be binding upon the City, unless made in writing and signed by authorized agents of both parties.

2.16. Cancellation

Either party may cancel the award in the event that a petition—either voluntary or involuntary—is filed to declare the other party bankrupt or insolvent, or in the event that such party makes an assignment for the benefit of creditors.

2.17. Termination of Award for Cause

If through any cause the successful proposer shall fail to fulfill in a timely and proper manner its obligations, or if the successful proposer shall violate any of the covenants, agreements, or stipulations of the award, the City shall thereupon have the right to terminate the award by giving written notice to the successful proposer of such termination—specifying the effective date of termination. In that event, all finished or unfinished services, reports, or other materials prepared by the successful proposer shall—at the option of the City—become its property, and the successful proposer shall be entitled to receive just, equitable compensation for any satisfactory work completed, or prepared documents/materials furnished.

Notwithstanding the above, the successful proposer shall not be relieved of liability to the City for damage sustained by the City by virtue of breach of the award by the successful proposer, and the City may withhold any payments to the successful vendor for the purpose of set-off, until such time as the exact amount of damages due the City from the successful proposer is determined.

2.18. Termination of Award for Convenience

The City may terminate the award at any time by giving written notice to the successful vendor of such termination (specifying the effective date thereof) at least thirty (30) working days before the effective date of such termination. In that event all finished or unfinished services, reports, materials(s) prepared or furnished by the successful proposer under the award shall—at the option of the City—become its property. If the award is terminated by the City as provided herein, the successful vendor will be paid an amount which bears the same ratio to the total compensation as the services actually performed or material of compensation previously made. If the award is terminated due to the fault of the successful proposer, termination of award for cause relative to termination shall apply.

2.19. Equal Opportunity

The successful firm will agree not to refuse to hire, discharge, promote, demote, or to otherwise discriminate in matters of compensation against any person otherwise qualified solely because of race, creed, sex, national origin, ancestry, or physical handicap.

It shall be a condition that any company, firm, or corporation supplying goods or services must be in compliance with the appropriate areas of the Americans with Disabilities Act of 1990 as enacted, and from time to time amended, and any other applicable Federal regulation. A signed, written certificate stating compliance with the Americans with Disabilities Act may be required, upon request, by the City.

2.20. Disadvantaged Business Enterprise

Disadvantaged business enterprises are afforded full opportunity to submit bids and will not be discriminated against on the grounds of race, color or national origin in consideration for an award. As a recipient of Federal funds, subject to United States Department of Transportation Title VI Regulations at 49 CFR Part 21 the Civil

Rights Act of 1964, the City of Wheat Ridge and its responsible agents, contractors and consultants assure that no person shall on the grounds of race, color or national origin be excluded from participation in the opportunity to bid or be discriminated against in consideration of award of this project. The Unites States has a right to seek judicial enforcement with regard to any matter arising under Title VI, 49 CFR Part 21.

2.21. Common Language

Unless otherwise specified in this document, all words shall have a common language unless the context in which they are used clearly requires a different meaning. Words in the singular number include the plural, and in the plural include the singular. Additionally, words in the masculine gender include the feminine and the neuter, and when the sense so indicates, words of the neuter gender may refer to any gender. The words

“firm,” “bidder,” “vendor,” “offeror,” “contractor,” “consultant,” and “proposer” refer to any person, partnership, corporation, or other entity.

2.22. Proprietary Information

The evaluation committee will hold information provided by proposers during the solicitation process in confidence until the date of an award. After that date, proposals will become public record. Proposers may request parts of their proposals to remain confidential and shall indicate as such in the proposal and on the appropriate proprietary or financial pages. All information included in any proposal that is of a proprietary nature must be clearly marked. The City shall be held harmless from any claims arising from the release of proprietary information not clearly designated as such by the proposing firm. An entire proposal shall not be considered proprietary.

2.23. Competitiveness and Integrity

The Procurement Office maintains control of its internal and third-party communications during the procurement process to prevent biased evaluations and compromises of confidential information, and to preserve the competitiveness and integrity of such procurement efforts. Proposers should not disclose their pricing to any employees of the City other than the contract representative. Attempts by proposers to establish informal communication channels regarding this procurement will be viewed negatively and shall result in rejection of the offending firm’s offer.

2.24. Proposal Format

All responses to this Documented Quote shall use the respondent’s format, except for those pages which have blanks to be filled in by the respondent, or those pages marked for return with proposal. A proposal can be rejected by the City if the submitting firm fails to completely fill in all blanks for evaluation of the proposal or fails to answer all questions. Proposal should be submitted initially on the most favorable terms. All costs— including travel and expenses incurred in the preparation of this proposal—shall be borne solely by the proposer.

To ensure compliance with grant procurement requirements and to maintain the integrity of the evaluation process, all pricing, fee schedules, budgets, and cost information must be submitted separately from the

Technical Proposal. The Technical Proposal will be evaluated independently of cost considerations. Pricing information included within the Technical Proposal may result in the proposal being disqualified or otherwise determined to be non-responsive.

2.25. Proposal Rejection and/or Partial Acceptance

The City reserves the right to the following:

• Reject any and all proposals.

• Accept other than the lowest price.

• Waive minor defects or technicalities, formalities, and informalities.

• Accept in whole or in part such proposal where it is deemed advisable.

• Make an award on the basis of the apparent greatest benefit to the City of Wheat Ridge.

• Alter the scope of work reasonably and RFQ documents until a contract is executed.

2.26. Governing Law

The laws of the State of Colorado shall govern any contract executed between the successful contractor and the City. Further, the place of performance and transaction of business shall be deemed to be in the County of

Jefferson, State of Colorado. In the event of litigation, the exclusive venue and place of jurisdiction shall be the

State of Colorado—more specifically, Jefferson County, Colorado.

2.27. Taxes and Licenses by the Awarded Contractor

The contractor shall promptly pay—when they are due—all taxes, excises, license fees, and permit fees of whatever nature applicable to work which it performs under this agreement and shall take out and keep current all required municipal, County, State or Federal licenses required to perform this work. Additionally, the contractor shall furnish the City—upon request—duplicate receipts or other satisfactory evidence showing or certifying to the proper payment of all required licenses and taxes. Contractor shall promptly pay—when due— all bills, debts, and obligations it incurs performing work under this agreement, and to allow no lien, mortgage, judgment, or execution to be filed against land, facilities, or improvements owned by the City.

2.28. Prompt Payment Discounts

In determining the most responsive price proposal(s) the City will consider all acceptable proposals on a basis of the net price to be paid after deduction of the discount specified in the respective proposals. Prompt payment discounts allowing less than 10 days for the discount to apply shall not be considered as a cost factor in the evaluation of proposals. In connection with any prompt payment discount offered, time will be computed from date of receipt of a correct invoice to include the receipt and acceptance of performance.

2.29. Escalation

All prices/fees/wages offered in response to this Documented Quote shall be firm against any increase for one

(1) year after acceptance by the City. For subsequent periods, it shall be the vendor’s responsibility to notify the City in advance of any anticipated changes in prices and submit a request for a price increase. This City limits price escalation requests to no more than one (1) rate adjustment per contract term. Increases will be considered up to 3% of the original contract value. All increases must be justified in writing. The City reserves the right to reject pricing increases and may choose to resolicit.

The City reserves the right to accept or reject the request for a price/fee/wage increase prior to the renewal option period. If the price/fee/wage increase is approved, prices will remain firm for a year from the date of increase, at a minimum.

2.30. Ownership of Contract Products

All products produced from the awarded contract shall be the sole property of the City.

2.31. Funding

There is in effect within the City of Wheat Ridge, Colorado, Section 2-4 of the City’s Code of Laws which limits the amount for which the City shall be liable to the amount expressly appropriated by the City Council, either through budgeted appropriation, or contract or bid award. The contractor is specifically advised of this Section

2-4 of the Code of Laws. This contract is specifically subject to the provisions of said Code Section. Funding of this contract for any time period after January 1st of the year succeeding the date of entry of this contract is expressly contingent upon appropriations being made by the City Council of the City of Wheat Ridge, Colorado. No promise—expressed or implied—is made that such funding will be approved by the City Council, acting in its legislative discretion.

2.32. Independent Contractor

The consulting firm is an independent contractor. Notwithstanding any provision appearing in this RFP, all personnel assigned by the firm to perform work under the terms of this RFP and any subsequent agreement shall be—and remain at all times—employees or agents of the firm for all purposes. The firm shall make no representation that it is the employee of the City for any reason.

2.33. Employment of Labor

The Consultant and each of the approved sub-consultants shall hire qualified workers for the project who are citizens of the Unites States or legal resident aliens with first preference being given, insofar as practicable, to those having served in the armed forces of the United States and having been honorably discharged or released from active duty therein.

The Consultant shall employ only competent persons to do the work, and whenever requested in writing by the

City Representative, the Consultant shall discharge any person who commits trespass or in, in the opinion of the City Representative, disorderly, dangerous, unfaithful, insubordinate, incompetent or otherwise unsatisfactory.

2.34. Due Diligence

Due care and diligence have been used in the preparation of this information and it is believed to be substantially correct. The responsibility, however, for determining the full extent to the exposure and the verification of all information shall rest solely with the proposer. The City is not responsible for any errors or omissions in the specification, or for the failure on the part of the proposer in determining the full extent of exposure.

2.35. Debriefing

After the project award has been made, vendors may contact the City Purchasing Agent to request a debriefing on the selection process, as well as a discussion of the strengths and weaknesses of their firm’s proposal.

2.36. Security Access Cards

The City will issue security access cards to assigned workers. It will be at the discretion of the City to determine if the access cards are issued specifically for each worker, or if a guest card will be issued.

2.37. Cooperative Procurement

The City of What Ridge encourages and participates in cooperative procurement endeavors undertaken by or on behalf of other governmental agencies including the Multiple Assembly of Procurement Officials (MAPO) and the Cooperative Educational Purchasing Council (CPEC).

We hereby request that and member of MAPO/CPEC by permitted to avail itself of this contract and purchase as specified by the contract resulting from this solicitation request, at the contract prices established therein.

Each governmental entity would establish its own contract, issue its own orders, be invoiced directly, make its own payments and issue its own exemption certificates as required. It is understood and agreed that the City of

Wheat Ridge is not a legally binding party to any contractual agreement made between another governmental entity and the successful vendor as a result of this solicitation. The City shall not be liable for any costs or damages incurred by any other entity.

2.38. Vendor Performance Feedback

The City of Wheat Ridge has implemented a requirement for Project Managers to assess each vendor’s performance and issue a determination as to whether the City should award the vendor future City contracts.

All contracts will need to be considered as part of the requirement. The following criteria will be evaluated annually for renewable contracts and at contract closeout for one-time agreements:

a. Work completed on time

b. Work completed within budget

c. Work completed as per the Scope of Work

d. Future awards recommendation