biddoc.pdf

City of Delta 360 Main Street

Delta, CO 81416

City of Delta Administration Department 360 Main Street Delta, CO 81416

REQUEST FOR PROPOSALS

Riverbend Resource Center Privacy Space Improvements - #2026-12

Issue Date: June 4, 2026 Agent/Contact: Elyse Casselberry, elyse@cityofdelta.net Submissions must be received by June 15, 2026, at 11:00 am (MST)

Introduction:

The City of Delta is accepting sealed bids from qualified vendors and installers to design, furnish, and install modular privacy spaces within the Riverbend Resource Center. The project includes the provision of all labor, materials, equipment, and services necessary to deliver privacy solutions that meet the facility's operational needs. Detailed specifications, project requirements, and submission instructions are included in this packet.

Administrative Instructions:

Bids shall be submitted electronically to lindsay@cityofdelta.net. All electronic submissions must be ADA-compliant and are subject to the Colorado Open Records Act. All bids must be submitted as a single PDF document and include only the bid form and supporting documents.

Bids will be publicly opened at 11:00 am (MST) on June 15, 2026, in the City of Delta Conference Room located on the ground floor of City Hall. LATE BIDS WILL NOT BE

ACCEPTED AND IT IS THE RESPONSIBILITY OF THE RESPONDENT TO ENSURE THAT

BIDS (INCLUDING SIGNED ADDENDA IF ISSUED) ARRIVE BY THE DEADLINE.

Complete bid packets can be downloaded from the City webpage at City of Delta RFP.

ADDENDA WILL BE POSTED TO THE WEBSITE, AND IT IS THE BIDDER’S

RESPONSIBILITY TO DOWNLOAD, REVIEW, SIGN, AND INCLUDE ADDENDA WITH THEIR

BID.

Refer to the 2026 RFP Contracts to review the contract applicable to this bid.

The City reserves the right to amend this IFB by an addendum at any time prior to the date set for receipt of bids. Addenda will be posted on the City website under the “Bids and RFP” tab at City of Delta RFP.

The City reserves the right to reject any or all bids without disclosing the reason, to waive any informalities in the bids received, and to accept the bid deemed most advantageous and in the best interest of the City.

mailto:lindsay@cityofdelta.net https://cityofdelta.net/rfps https://drive.google.com/drive/u/0/folders/1ZNzZ3muhccFgBVQNTX2hT58yd-m6_shr https://cityofdelta.net/rfp.html

SCOPE OF WORK

Project Overview

The City of Delta is seeking a qualified vendor/installer to design, furnish, and install modular privacy spaces within the Riverbend Resource Center. The intent of this project is to create private meeting and service-delivery areas for staff, partner agencies, case managers, healthcare providers, and behavioral health professionals while maintaining the facility's long-term flexibility and adaptability.

The City is specifically interested in solutions such as floor-to-ceiling cubicle styles or other creative solutions, demountable wall systems, modular office systems, glass-enclosed workspaces ("fishbowl" style rooms), or other comparable approaches that provide privacy while minimizing permanent modifications to the building.

The selected vendor may propose alternative solutions that meet the City's functional needs.

Project Objectives

The selected vendor shall:

1. Evaluate the existing space and proposed locations for creation of privacy areas.

2. Recommend a modular, non-permanent solution that:

○ Provides sound-mitigation measures to help maintain conversational privacy and incorporates frosted or privacy film on portions of the glass to balance confidentiality with safety and situational awareness for confidential meetings and service delivery.

○ Supports compliance with HIPAA and other privacy requirements.

○ Recommend a doorway for each privacy space with door type(s) based on functionality, accessibility, and design needs. The vendor shall also recommend appropriate locking options.

○ Preserves flexibility for future reconfiguration of the facility.

○ Minimizes impacts to existing building systems.

○ Does not require permanent structural modifications whenever possible.

3. Furnish all materials, equipment, hardware, and labor necessary for installation.

4. Coordinate all measurements, layout design, and installation activities with City staff.

5. Complete all installation activities while maintaining safe operations within an occupied facility.

Scope of Services

The selected contractor shall provide:

A. Site Assessment and Design

● Conduct an on-site walkthrough.

● Review operational needs with City staff.

● Develop a proposed layout and installation plan.

● Identify solutions that do not trigger building code, accessibility, or permitting requirements.

● Provide recommendations regarding privacy, acoustics, and functionality.

B. Materials and Equipment

● Supply all modular wall systems, cubicle systems, partitions, glass systems, doors, hardware, and related components.

● Ensure all materials are commercial-grade and suitable for public use.

● Provide finish and material options for City review and approval.

C. Installation

● Deliver and install all approved systems.

● Coordinate installation schedule with City staff.

● Protect existing building finishes during installation.

● Remove all packaging and construction debris.

D. Project Management

● Provide a single point of contact throughout the project.

● Coordinate all subcontractors, suppliers, and vendors.

● Provide regular status updates to the City.

● Maintain project schedule and completion deadlines.

Deliverables

The contractor shall provide:

● Proposed layout and space plan.

● Description of proposed system(s).

● Project schedule.

● Material specifications.

● Cost proposal.

● Final installation and walkthrough.

Project Constraints

The City strongly prefers solutions that:

● Can be removed or reconfigured in the future.

● Require little or no demolition.

● Minimize disruption to shelter and resource center operations.

● Avoid triggering building permit requirements.

● Maintain required life-safety and accessibility standards.

Schedule

The City intends to award this work on an expedited basis.

Anticipated Schedule:

● Site Walkthrough: By appointment until June 12, 2026.

● Design/Recommendation Phase: Within 10 business days of Notice to Proceed

● Material Procurement: Immediately Following Approval

● Installation: As Soon As Materials Are Available

● Final Completion: No Later Than August 31, 2026

Completion by August 31, 2026, is a material requirement of this project due to grant funding deadlines.

Proposal Requirements

Interested vendors shall provide:

1. Company qualifications and relevant experience.

2. Description of proposed solution(s).

3. Estimated project schedule.

4. Estimated cost proposal.

5. Hourly rates for additional services if needed.

6. References for similar projects completed within the past five years.

Selection Criteria

The City may consider:

● Ability to meet the project deadline.

● Experience with modular office systems and privacy solutions.

● Cost effectiveness.

● Quality and adaptability of proposed solution.

● Ability to work within an occupied public facility.

● Demonstrated project management capabilities.

*****END SCOPE OF WORK *****

GENERAL TERMS AND CONDITIONS

These General Terms and Conditions apply to all offers made to the City of Delta (hereafter “City”) by all prospective vendors (hereinafter referred to as “Bidder”) regarding City solicitations, including but not limited to Invitations to Bid, Requests for Proposals, Requests for Quotes, and Requests for Qualifications. The following "Project Special Conditions" shall govern in case of any discrepancies in any or all of the following specifications, and the intent, either expressed or implied in these General Terms and Conditions, shall govern in the interpretation of the plans and specifications.

Contents of Proposal

It is the responsibility of each Bidder before submitting a Proposal to: (a) Examine the Contract Documents thoroughly, (b) Visit the site(s) to become familiar with local conditions that may affect the cost, progress, performance, or furnishing of the Work, (c) Consider federal, state, and local Laws and Regulations that may affect cost, progress, performance, or furnishing of the Work, (d) Study and carefully correlate Bidder's Observations with the Contract Documents, and

(e) Notify City Engineer/Project Manager of all conflicts, errors, or discrepancies in the Contract Documents. Bidders are responsible for confirming and verifying all project lines, grades, dimensions, specifications, plans, and project areas before submitting a proposal.

Complete sets of Proposal Documents must be used in preparing proposals. The Owner does not assume any responsibility for errors or misinterpretations resulting from the use of incomplete sets of Proposal Documents.

Clarification and Modification of Proposal Solicitation

Interpretations or clarifications considered necessary by the Staff in response to such questions will be issued by Addenda and posted to the City webpage. Questions must be submitted in writing to Elyse Casselberry, (elyse@cityofdelta.net). Only questions answered by formal written Addenda will be binding. Oral and other interpretations or clarifications will be without legal effect. Addenda may also be issued to modify the Proposal Documents as deemed advisable by the City. The City reserves the right to amend this RFP by an addendum at any time prior to the date set for receipt of proposals. ADDENDA WILL BE POSTED ON THE CITY WEBSITE

UNDER THE NEWS “RFP” TAB AT CITY OF DELTA RFP.

Pricing Collusion and Taxes

All lump sum, alternate, and unit prices must include all required General Conditions line items necessary to complete the Work, including but not limited to the following (as required): all permits, insurance, supervision; layout and survey as needed; equipment and personnel; off-site management and administrative assistance; trash removal/demo material disposal/haul off to a separate dumpster or off-site location; miscellaneous equipment; mobilization; as-built drawings;

fuel, watchmen, flagmen, and site security; scheduling; small tools; drawings and printing expenses, and mailing costs.

The City is exempt from Colorado State Sales and Use Taxes on materials and equipment to be incorporated in the work. Said taxes shall not be included in the proposal price.

https://www.cityofdelta.net/rfps

Preparation and Submission of Proposal

The Proposal Form is included with the Proposal Documents; additional copies may be obtained on the City of Delta website at City of Delta RFP.

Proposals by corporations must be executed in the corporate name by the president or a vice president (or other corporate officer accompanied by evidence of authority to sign) and the corporate seal must be affixed and attested by the secretary or an assistant secretary. The corporate address and state of incorporation must be shown below the signature.

Proposals by partnerships must be executed in the partnership name and signed by a partner whose title must appear under the signature, and the official address of the partnership must be shown below the signature. All names must be typed or printed below the signature.

The proposal shall contain an acknowledgment of receipt of all Addenda, if applicable, on the Proposal Form. The address and telephone number for communications regarding the proposal must be shown.

Modification of Withdrawal of Legitimate Offers

Proposals may be modified or withdrawn by an appropriate document duly executed (in the manner that a Proposal must be executed) and delivered to the place where proposals are to be submitted at any time prior to the Opening of Proposals.

If, within twenty-four (24) hours after Proposals are opened, any Bidder files a duly signed written notice with City and Engineer and promptly thereafter demonstrates to the reasonable satisfaction of City and Engineer that there was a material and substantial mistake in the presentation of its Proposal, that Bidder may withdraw its Proposal.

No Proposals may be withdrawn after the opening of proposals without the consent of the City of Delta for a period of sixty (60) days after the scheduled time of opening of proposals. The successful bidder or bidders will be required to furnish satisfactory performance and payment bonds equal to the full amount of each bid or proposal

Evaluation of Offers and Criteria

City reserves the right to reject any and all Proposals, to waive any and all informalities not involving price, time, or changes in the work, and the right to disregard all nonconforming, nonresponsive, unbalanced, or conditional Proposals. Also, City reserves the right to reject the Proposal of any Bidder if City believes that it would not be in the best interest of the Project to make an award to that Bidder, whether because the Proposal is not responsive or the Bidder is unqualified or of doubtful financial ability or fails to meet any other pertinent standard or criteria established by City. Discrepancies in the multiplication of units of Work and unit prices will be resolved in favor of the unit prices. Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum.

In evaluating Proposals, City will consider the qualifications of the Bidders, whether or not the Proposals comply with the prescribed requirements, and such alternates, unit prices, and other data as may be requested herein and/or in the Proposal Form or prior to the Notice of Award.

City will consider the qualifications and experience of Subcontractors, Suppliers, and other persons and organizations through the request of written documentation of relevant experience with reference to a minimum of three (3) projects of similar scope and size. The statement shall https://www.cityofdelta.net/rfps include equipment and manpower available for utilization on the project. City also may consider the operating costs, maintenance requirements, performance data, and guarantees of major items of materials and equipment proposed for incorporation in the Work when such data is required to be submitted prior to the Notice of Award.

The City reserves the right to reject any or all proposals without disclosing the reason, to waive any information in the proposals received, and to accept the proposal deemed most advantageous and in the best interest of the City. The City will refer to the Evaluation Guide below in evaluating each Bidder. The criteria below will be weighted in the evaluation of the proposals accordingly. Although some of the elements listed below will be weighted more heavily than others, all requirements are considered necessary for evaluation.

City of Delta Request for Proposals Evaluation Guide

Assessment Criteria Weighting

Project Understanding and Approach

Relevant Experience/ Qualifications

Technical Expertise/ Innovation

Cost proposal 20

Project Timeline 20

Award of Contract

When the City gives a Notice of Award to the successful Bidder, it will be accompanied by the required number of unsigned counterparts of the Agreement with all other written Contract Documents attached. Within ten business days thereafter, Contractor shall sign and deliver the required number of counterparts of the Agreement and attached documents to the Owner with the required Bonds. The City shall deliver one fully signed counterpart to the Contractor after approval by City Council at the next regularly scheduled meeting.

If the contract is to be awarded, it will be awarded to the lowest Bidder whose evaluation by City indicates that the award will be in the best interests of the Project.

Local Contractor Preference

Whenever competitive bidding is required by law for any contract involving materials, services, and/or labor furnished to the City for which appropriation or expenditure may be reasonably expected not to exceed five hundred thousand dollars ($500,000) in the aggregate for any fiscal year, preference shall be given to each qualified local business in the manner more particularly described in this Section.

A qualified local business means an individual or entity that, at the time of submitting a proposal for a contract relating to a City of Delta purchase or work project, maintains a principal place of business located within the City for primary preference or within Delta County for secondary preference. Businesses that maintain satellite offices within the City shall not be considered local for purposes of this definition.

Notwithstanding other provisions of this Chapter, in the course of evaluating bids or proposals pertaining to any contract for the purchase or lease of supplies, materials, equipment, or other personal property, and/or any contract for labor to be performed on a public works project, and/or any professional services contract, the City shall provide the following percentage preferences for local goods and services provided by local vendors when quality, delivery time, and services are judged by the Purchasing Agent to be essentially equal: five percent (5%) primary preference for goods/services in the City and two point five percent (2.5%) secondary preference for goods/services in Delta County.

Each otherwise eligible contract bidder must sufficiently demonstrate ownership of a qualified local business in the related bid proposal documents.

When applying this provision to specific contract settings, the City will continue to give appropriate consideration and weight to all other relevant information and factors customarily used for comparison of proposals in the process of selecting the lowest responsible bidder, including but not limited to the following:

● The relative quality of any proposed material items and their conformity with pertinent contract specifications.

● The relative benefit to the City of the proposed delivery and discount terms and conditions, and proposed terms of warranty and repair for material items.

● The overall experience, qualification, and reputation of the bidder for the performance of a similar contract.

SPECIAL CONDITIONS

A. Contact Person

During the course of this request process, from issuance until a recommendation for award, respondents shall not initiate contact related to this request with anyone other than the officially designated individual. For this RFP, the contact is Elyse Casselberry at elyse@cityofdelta.net.

B. Bid Submission Cut-Off: June 15, 2026 at 11:00 am. All bids shall be submitted electronically via email to lindsay@cityofdelta.net. The subject line must state “BID ENCLOSED - RIVERBEND IMPROVEMENTS”. Do not include any bid information in the body of the email.

mailto:elyse@cityofdelta.net mailto:lindsay@cityofdelta.net

C. Proposal Format and Content

The City discourages overly lengthy and costly proposals. However, for the City to evaluate proposals fully and thoroughly, respondents should follow the format set forth herein and provide all of the requested information. All bids must be submitted as a single PDF document and include only the bid form and supporting documents.

Introduction: Proposals must include a cover letter stating the complete legal name and type of legal entity (e.g., corporation) of the vendor submitting the Proposal, the mailing address, the telephone number, and the name of the person the City should contact regarding that Proposal. The cover letter must bear the signature of the person having actual authority to make the Proposal on behalf of that entity.

Cost Proposal: Each proposal must provide an overall “not to exceed” price for the proposed services.

References: Each proposal must include a list of at least three (3) projects that the respondent completed within the last five (5) years. The projects must be a project where the respondent has provided or is providing design services that are similar to the project outlined in this RFP. References should include the project name, the project location/address, the project size, a description of the project, the date the project was or is scheduled to be completed, the final construction cost of the project, and a contact person and telephone number for the owner of the project.

Sustainable Design: Each proposal shall demonstrate the Bidders’ specific knowledge and experience in applying sustainability concepts and principles to facilities and infrastructure through an integrated design approach.

Other: Each proposal shall contain a proposed schedule for the timely completion of the project.

************** END OF SPECIAL CONDITIONS *************

PROPOSAL FORM

PROJECT IDENTIFICATION: Riverbend Resource Center Privacy Space Improvements

Proposal Submission Cut-Off: June 15, 2026, at 11:00 am (MST). All proposals shall be submitted electronically via email to lindsay@cityofdelta.net, must be ADA-compliant, and are subject to the Colorado Open Records Act. All bids must be submitted as a single PDF document and include only the bid form and supporting documents.

Public Proposal Opening: June 15, 2026, at 11:00 am (MST) at the City of Delta City Hall, 360 Main Street, Delta, CO 81416.

Name of Vendor: ___________________________________________________

Total Proposal Amount: $ _____________________________________________

Total Written Proposal Amount: ________________________________________

Estimated Start Date: _______________________________________________

SUBMITTED on: ___________________________________________________ 2026

End Proposal Form

BID REQUIREMENTS:

BID SECURITY: All bid submissions for more than $50,000 shall include bid security in an amount equal to at least five percent (5%) of the amount of the bid.

SUBCONTRACTOR LIST: The bid must include a list of all subcontractors who will be performing work on the project, along with their qualifications and experience.

REFERENCES: The bid must include 3 references of equal type and scope within the past 3 years.

PROJECT SCHEDULE: The bid must include a proposed project schedule, detailing the timeline for completion of the work.

REQUIREMENTS AFTER CONTRACT AWARD:

PERFORMANCE AND PAYMENT BONDS: The successful bidder must furnish satisfactory performance and payment bonds equal to the full amount of each bid or proposal, if applicable.

INSURANCE REQUIREMENTS: The successful bidder must provide proof of insurance coverage, including general liability and worker's compensation, as specified in the procurement code.

mailto:lindsay@cityofdelta.net