biddoc.pdf

City of Woodland Park, Colorado | Request for Proposals | Bergstrom Park Engineering Design

REQUEST FOR PROPOSALS

BERGSTROM PARK

ENGINEERING DESIGN SERVICES

City of Woodland Park, Colorado

RFP Number 26.PW.001

Issue Date 11/8/2026

Questions Due

Proposal Due

Submission Method Electronic submission through Rocky Mountain E-

Purchasing System/BidNet Direct

The City is seeking the firm's best proposal and fee. The City is not publishing an estimated design budget for this solicitation.

1. Invitation and Purpose

The City of Woodland Park, Colorado (City) is soliciting proposals from qualified professional engineering firms to provide comprehensive civil engineering and related professional services for the design of

Bergstrom Park. The selected consultant will advance the project through a complete, coordinated, biddable, permit-ready, and constructible design package and will provide appropriate support through bidding and construction coordination.

The City seeks a consultant that can demonstrate successful delivery of comparable public-sector design projects, provide a clear and practical project approach, identify all anticipated design deliverables, and offer the City its best proposed fee for the work described in this RFP.

2. Project Overview

Bergstrom Park is a planned public park project in Woodland Park, Colorado.

Bergstrom Park is a public space located along Midland Avenue (US-24) in the heart of Woodland Park.

Recognizing an opportunity to enhance the park and better integrate it with surrounding development, downtown, and the community's transportation and trail network, the City initiated the Re-Imagining

Bergstrom Park Master Plan in 2025. The planning effort focused on improving vehicle, pedestrian, and bicycle circulation; connecting to existing and future trails; activating historic buildings; and creating a more functional and welcoming destination for both residents and visitors.

The City partnered with Logan Simpson to develop the Master Plan through a community-driven process that included an advisory committee, public meetings, open houses, and online opportunities for public comment. More than 150 community members participated in the planning process. The final Bergstrom

Park Master Plan was adopted by the Woodland Park City Council in September 2025 and establishes the vision that will guide the park's future development.

With the Master Plan complete and additional property acquired to support the park's expansion and significantly increase available parking, the City is now moving from conceptual planning into detailed design and engineering. This RFP represents the next phase of that effort, with the goal of transforming the adopted Master Plan into coordinated, biddable, permit-ready, and constructible plans for the future

Bergstrom Park.

The project requires comprehensive civil site design, playground concept (and determination of available space for inclusion), landscape and irrigation design, architectural and MEP design for park facilities, surveying, subsurface utility evaluation, geotechnical investigation, traffic and access analysis, agency coordination, construction documents, specifications, cost estimating, and construction coordination services.

The selected consultant shall coordinate its work with the City, applicable utility providers, the Colorado

Department of Transportation (CDOT), and other agencies or project partners as necessary. The consultant shall review available master planning, property, easement, platting, and acquisition information furnished by the City and shall identify additional information needed to complete the design.

3. Scope of Services

The following scope establishes the City's anticipated minimum requirements. Proposers are responsible for identifying any additional professional services, investigations, studies, permits, coordination, or design components they believe are necessary to deliver a complete and constructible project.

3.1 Project Management and Coordination

• Project kickoff meeting with City staff and appropriate project stakeholders.

• Project management, schedule management, interdisciplinary coordination, and regular progress communication.

• Coordination of civil, survey, SUE, geotechnical, traffic, utility, and other work included in the consultant's proposal.

• Coordination with CDOT, utility providers, reviewing agencies, and other entities as required.

• Design review meetings at appropriate project milestones.

• Written documentation of major design decisions, unresolved issues, assumptions, and required

City decisions.

• Bidding and construction coordination support as described in the consultant's proposed approach and deliverables.

3.2 Civil Site Design and Engineering

• Provide comprehensive civil site design and engineering necessary for construction of the project, including at minimum:

• Construction plan set suitable for bidding, permitting, and construction.

• Technical specifications.

• Engineer's opinion of probable construction cost at appropriate design milestones and at final design.

• Drainage analysis and design.

• Pavement design and associated civil details.

• Stormwater management design and documentation.

• Site grading and earthwork design.

• Design and coordination of miscellaneous utilities within the civil scope.

• Applicable civil calculations, details, notes, schedules, and supporting documentation.

• Responses to City and agency review comments and incorporation of approved revisions.

• Final signed and sealed documents by appropriately licensed Colorado professionals.

3.3 Surveying

• Provide surveying services necessary to support final design, including:

• Topographic survey.

• Boundary survey.

• Private utility locates appropriate to the survey/design scope.

• Legal descriptions and exhibits as required.

• Review and incorporation of available platting, easement, parcel acquisition, and re-plat information.

• Identification of survey or property information gaps that may affect final design.

• The extent of this work may depend on re-platting, easement work, and parcel acquisition activities completed or underway at the time of notice to proceed. Proposers shall clearly state assumptions regarding these items.

3.4 Subsurface Utility Engineering (SUE)

• Provide, at minimum, a Quality Level D (QL-D) SUE analysis based on available records and existing utility information. The consultant shall evaluate existing conditions and advise the City whether a higher quality level of SUE is warranted for specific locations or utilities.

• Identify known and documented utilities affecting the project.

• Coordinate utility information with the civil design and survey.

• Identify conflicts or potential conflicts requiring further investigation.

• Clearly identify any recommended higher-level SUE work as an optional/additional service with a separate fee.

• 3.5 Geotechnical Investigation and Report

• Provide a geotechnical investigation sufficient to support pavement and subsurface engineering.

The City anticipates approximately two to three borings; however, the proposer shall recommend the number, depth, and location appropriate to the project.

• Field investigation and borings.

• Laboratory testing as appropriate.

• Subsurface characterization.

• Pavement design recommendations.

• Earthwork, subgrade, drainage, and other relevant geotechnical recommendations.

• Formal geotechnical report suitable for incorporation into final design and construction documents.

3.6 Traffic and Access Analysis

• The consultant shall evaluate the proposed Bergstrom Park access configuration and coordinate with CDOT regarding access to Midland Avenue (US-24). The current concept identifies three access points: two along Midland Avenue (US-24) and one along West Street.

• The traffic analysis shall include, at minimum:

• Collection of traffic counts at the three proposed access locations.

• Analysis of turn-lane needs, access operations, and anticipated traffic impacts.

• Evaluation of the proposed park access relative to Pine Street to the north, including potential conflict points created by the non-aligned access.

• Evaluation of whether access realignment, movement restrictions, or right-in/right-out (RIRO) treatment should be considered.

• Review of applicable CDOT access requirements and standards.

• Coordination with CDOT regarding the two proposed Midland Avenue (US-24) access points.

• Recognition that an access control plan has not been identified for this stretch of Midland Avenue

(US-24), with the consultant responsible for confirming current requirements with CDOT.

• Written traffic/access findings and recommendations appropriate for incorporation into the final design.

3.7 Construction Documents, Bidding, and Construction Coordination

• The City's objective is to receive a complete design product that can proceed efficiently into procurement and construction. The consultant shall describe in detail the level of bidding and construction-phase support included in its base proposal.

• Final coordinated construction drawings and specifications.

• Final engineer's opinion of probable construction cost.

• Support responding to bidder questions and preparation of design-related addenda, if required.

• Participation in pre-bid or pre-construction meetings if requested by the City.

• Design clarification during construction.

• Review of submittals, requests for information, or proposed substitutions when related to the consultant's design, as proposed.

• Site observations or construction meetings, if included or recommended.

• Preparation of design revisions or clarification sketches when required.

• Project closeout/design record documentation, if included or recommended.

• Proposers shall distinguish between services included in the base fee, optional services, and services that would be billed on an hourly or as-needed basis.

4. Landscape, Irrigation, Architectural, and MEP Design

• The consultant shall include landscape architecture, irrigation design, architectural design, and mechanical, electrical, and plumbing (MEP) design necessary to provide the City with a complete, coordinated, biddable, permit-ready, and constructible design for Bergstrom Park. These services shall be included in the proposer's base scope and base fee.

• Landscape architecture and site landscape design, including planting plans, site furnishings, hardscape coordination, and other landscape elements required by the project.

• Irrigation system design, including plans, details, specifications, water-use considerations, and coordination with utilities and landscape improvements.

• Architectural design for park facilities and structures identified in the project/master plan, including code analysis, plans, elevations, details, specifications, and permitting documents as applicable.

• Mechanical, electrical, and plumbing (MEP) engineering for park facilities and structures, including utility service coordination and systems necessary for a complete facility design.

• Coordination among civil, landscape, irrigation, architectural, structural if required, MEP, traffic, geotechnical, survey, SUE, utilities, and other disciplines so the final construction documents function as one coordinated bid package.

• Applicable permitting and agency coordination associated with these disciplines.

• Design review submittals, responses to City comments, final signed and sealed documents by appropriately licensed Colorado professionals, specifications, and cost-estimate information for these disciplines.

• Proposers shall identify the individuals and/or subconsultants responsible for each discipline and shall clearly describe the specific deliverables to be provided for landscape, irrigation, architectural, and MEP design in the required Deliverables Matrix.

5. Required Deliverables

• The consultant shall clearly define every deliverable it proposes to provide. The City does not want a proposal that merely restates the tasks in this RFP. Proposals must explain what tangible work product the City will receive, when it will be provided, and in what format.

• At minimum, the proposal shall address anticipated delivery of:

• Landscape and irrigation design plans, details, specifications, calculations, and cost-estimate information.

• Architectural plans, elevations, details, code/permitting documentation, specifications, and cost-estimate information.

• MEP plans, calculations, details, schedules, specifications, utility coordination documents, and cost-estimate information.

• Project schedule and project management documentation.

• Survey base mapping and associated survey products.

• SUE documentation and utility information.

• Geotechnical report.

• Traffic/access analysis and recommendations.

• Civil design calculations and technical memoranda as applicable.

• Design review plan sets at proposed milestones.

• Final signed and sealed construction plan set.

• Technical specifications.

• Engineer estimates of probable construction cost.

• Permit and agency coordination documents.

• Bid support products.

• Construction coordination products included in the proposal.

• Electronic source files and final PDF files, as appropriate

5.1 Required Deliverables Matrix

Each proposer shall include a Deliverables Matrix in its proposal. At a minimum, the matrix shall contain the following columns:

Phase / Task Specific Deliverable Format Review /

Milestone

Responsible

Lead

Anticipated

Timing

6. Proposal Requirements

Proposals should be concise but sufficiently detailed to demonstrate the firm's ability to successfully complete the work. Proposals shall include the following:

6.1 Cover Letter

Firm name, address, and primary contact information.

Brief statement of interest and understanding of the project.

Identification of the individual authorized to negotiate and bind the firm.

Acknowledgment of any addenda issued by the City.

6.2 Firm Qualifications and Relevant Experience

Overview of the firm and the office/team that will perform the work.

Experience with municipal parks, public facilities/sites, civil infrastructure, landscape and irrigation design, architecture, MEP engineering, drainage, roadway/access, CDOT coordination, and comparable public-sector projects.

Demonstrated experience producing complete, biddable, and constructible design documents.

6.3 Examples of Successful Design Work

Provide three to five examples of comparable completed design projects.

For each example, provide:

Client and project name.

Brief project description and relevance to Bergstrom Park.

Firm's specific role and scope.

Key personnel who worked on the project and whether they are proposed for Bergstrom Park.

Design deliverables produced.

Original design schedule and actual design completion.

Notable project challenges and how the firm addressed them.

Client reference including name, title, telephone number, and email address.

6.4 Project Team

Project manager and key personnel.

Roles and responsibilities.

Relevant licenses, qualifications, and experience.

Subconsultants and their assigned scope.

Availability and anticipated level of effort of key personnel.

6.5 Project Approach and Understanding

Understanding of the project and key design considerations.

Proposed design process and project management approach.

Approach to City review and stakeholder coordination.

Approach to civil engineering, survey, SUE, geotechnical, traffic, drainage, utilities, landscape, irrigation, architecture, MEP, multidisciplinary coordination, and CDOT coordination.

Quality assurance/quality control process.

Approach to maintaining design schedule and controlling project costs.

Anticipated risks, constraints, and proposed mitigation strategies.

6.6 Project Schedule

Provide a proposed schedule from notice to proceed through final construction-ready design. Identify major milestones, anticipated City review periods, agency coordination periods, and any schedule assumptions.

The proposer may use 30%, 60%, 90%, and 100% design milestones or propose another milestone structure that it believes better serves the project.

6.7 Scope Gaps, Assumptions, and Exceptions

Identify any professional services, investigations, permits, studies, coordination, or design components the proposer believes are necessary to produce a complete, biddable, and constructible project but are not expressly identified in this RFP. Clearly identify all assumptions, exclusions, exceptions, and City-provided information or services upon which the proposal relies.

6.8 Fee Proposal

The City is requesting each firm's best proposed fee. The City is intentionally not providing an estimated design budget or target fee for this solicitation. Proposers shall independently evaluate the scope and provide a competitive fee appropriate to the level of effort required.

The fee proposal shall include:

Total proposed base fee.

Fee broken down by major task and/or project phase.

Identification of lump-sum, not-to-exceed, hourly, and reimbursable components.

Current hourly rate schedule for personnel classifications anticipated to work on the project.

Subconsultant fees.

Reimbursable expenses and any markups.

Optional/additional services and associated fees, including any recommended higher-level SUE investigation.

Clear identification of all assumptions affecting the proposed fee.

Validity period of the proposed fee.

The City reserves the right to negotiate scope and fee with the highest-ranked proposer and to remove, add, defer, or modify scope elements prior to contract award.

7. Evaluation and Selection

Proposals will be evaluated based on the firm's demonstrated ability to provide the best overall value to the

City. The City may use an evaluation committee, conduct interviews, request clarifications, contact references, and negotiate with one or more proposers as permitted by applicable City procurement requirements.

Evaluation Factor Considerations

Qualifications and Comparable Experience

Relevant municipal/public-sector experience;

successful delivery of comparable design projects;

demonstrated construction-ready design experience.

Project Team Qualifications, experience, availability, roles, and continuity of key personnel and subconsultants.

Project Understanding and Approach

Understanding of project issues; methodology;

coordination; QA/QC; risk management; CDOT and access approach.

Deliverables

Clarity, completeness, usefulness, and level of detail of proposed design products and

Deliverables Matrix.

Past Performance and Work Examples

Evidence of successful completion, schedule performance, quality of design products, references, and construction outcomes.

Schedule Ability to provide a realistic, efficient design schedule and meet project milestones.

Fee and Overall Value

Reasonableness, completeness, transparency, and competitiveness of the proposed fee relative to the proposed scope and value.

8. Interviews and Clarifications

The City may invite one or more firms to participate in interviews or presentations. The City may also request written clarification, supplemental information, revised scope, or a best and final fee proposal prior to selection. Participation in an interview does not guarantee award.

9. Submission Instructions

Proposals shall be submitted electronically through the Rocky Mountain E-Purchasing System / BidNet

Direct by the date and time identified in the solicitation. Late submissions may be rejected in accordance with City procurement requirements.

Proposers are responsible for monitoring the solicitation for addenda and updates.

10. Questions and Communications

All questions regarding this RFP shall be submitted through the solicitation's designated procurement channel by the stated questions deadline. Proposers shall not rely on oral interpretations. Any material clarification or change to the RFP will be issued by written addendum when appropriate.

11. City Rights and Conditions

The City reserves the right, to the extent permitted by law and City procurement requirements, to:

Reject any or all proposals.

Waive informalities or minor irregularities.

Request clarification or additional information.

Conduct interviews and contact references.

Negotiate scope, schedule, terms, and fee.

Accept the proposal or combination of services determined to be in the City's best interest.

Cancel or reissue the solicitation.

Modify the anticipated scope before contract execution.

Award all, part, or none of the work.

Determine whether a proposer is responsive and responsible.

All costs incurred in preparing and submitting a proposal are the responsibility of the proposer. Submission of a proposal does not create a contractual relationship or obligation on the part of the City.

12. Contract Requirements

The selected firm will be required to enter into a professional services agreement acceptable to the City.

The agreement will address, as applicable, scope, compensation, schedule, insurance, indemnification, ownership and use of work product, professional licensing, compliance with law, termination, records, and other City requirements.

The selected consultant and all subconsultants shall maintain all professional licenses and insurance required for their respective services. Specific insurance limits and contractual provisions will be established in the City's agreement and/or solicitation documents.

13. Ownership and Electronic Deliverables

Final project work products prepared specifically for the City shall be provided to the City in agreed electronic formats, including final PDF documents and appropriate editable/source design files. The proposal shall identify anticipated native file formats and any proprietary software requirements. Ownership and permitted reuse of instruments of service will be addressed in the final professional services agreement.

14. Anticipated Procurement Schedule

Milestone Anticipated Date

RFP Issued 11/8/2026

Deadline for Questions 11/20/2026

City Response / Addendum, if applicable 11/25/2026

Proposals Due 11/30/2026

Evaluation / Shortlisting 11/30/2026-12/4/2026

Interviews, if conducted 11/30/2026-12/4/2026

Notice of Intent to Award / Selection 12/7/2026

Contract Negotiation and Approval 12/7/2026

Anticipated Notice to Proceed 12/14/2026

15. Proposal Checklist

Cover letter and addenda acknowledgment.

Firm qualifications.

Three to five comparable completed project examples and references.

Project team and subconsultants.

Project understanding and approach.

QA/QC approach.

Project schedule.

Detailed Deliverables Matrix.

Scope gaps, assumptions, exclusions, and exceptions.

Detailed fee proposal and hourly rate schedule.

Optional/additional services and fees.

Any other information specifically requested by the City.

Attachment A - Proposer Deliverables Matrix Template

Proposers may reproduce or expand this table as necessary.

Phase / Task Specific

Deliverable Format

Review /

Milestone

Responsible

Lead

Anticipated

Timing

Attachment B - Fee Proposal Summary Template

Task / Phase Fee Basis Proposed Fee Assumptions / Notes

Project Management /

Coordination

Civil Site Design and

Engineering

Survey

SUE Analysis

Geotechnical

Investigation / Report

Traffic and Access

Analysis

Landscape Architecture

Irrigation Design

Architectural Design

MEP Engineering

Bidding Support

Other Base Scope

Optional / Additional

Services

TOTAL BASE FEE