BIDNET RFP.pdf

Request for Proposals #: R-2465; Professional Design and Construction Administration – Gun Club Road Multimodal Gap Closure

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City of Aurora

Finance/Purchasing & Contracts 15151 E. Alameda Parkway Suite 5700 Aurora, Colorado 80012 Phone: 303.739.7100 www.auroragov.org

Request for Proposal: R-2465 Class/Item: 90607, 90654, 90657, 90664, 90666, 91815, 91842, 91892, 91896, 92517, 92528, 92533, 92535, 92536, 92544, 92558, 92593 Date: August 1, 2025

Proposal Deadline: August 27, 2025 by 3:00 p.m. MT uploaded electronically only to the Rocky Mountain e-purchasing system website.

REQUEST FOR PROPOSAL

The City of Aurora (“City”) is requesting proposals from qualified consultants to provide Professional Design and Construction Administration Services for the Gun Club Road Multimodal Gap Closure project.

Proposals shall consist of:

Professional Design and Construction Administration Services for the Gun Club Multimodal Gap Closure

Proposal Submittals Proposals will only be accepted electronically through the Rocky Mountain e-purchasing system (BidNet) at www.bidnetdirect.com/colorado. Proposals received using another method such as email, mail, or hand delivery will not be accepted or considered.

Late proposals WILL NOT be accepted. File size limit is 25 MB. Proposals received shall be retained by the City and cannot be returned. If assistance is needed regarding BidNet registration or proposal uploading, please contact BidNet’s vendor support at 1.800.835.4603 or email e-procurementsupport@bidnet.com.

Award Funding This project is being supported, in whole or in part, by State of Colorado and Federal funds awarded to City of Aurora through Colorado Department of Transportation (CDOT). This is a Federal Highway Administration (FHWA) assisted contract and must therefore follow all applicable Federal, State and local regulations or restrictions.

Pre-Proposal Conference A non-mandatory pre-proposal conference will be held online using Microsoft Teams on August 7, 2025 @ 11:00AM MT. The purpose of the pre-proposal conference is to aid prospective Consultants in the interpretation of the Request for Proposal (RFP), Scope of Services, Design Services Agreement, insurance requirements, and any other technical and contractual matters. Attendance at the pre-proposal conference is not mandatory but highly recommended.

Interested parties may join the event using the following link:

Microsoft Teams Need help?

Join the meeting now Meeting ID: 276 775 797 854 2

Passcode: Ak9tW7Lo http://www.auroragov.org/ http://www.bidnetdirect.com/colorado mailto:e-procurementsupport@bidnet.com https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDE5ODdkNTctNTgwMi00MzhmLTkzMDgtYzZjMzVmMTc3ZTI3%40thread.v2/0?context=%7b%22Tid%22%3a%229cf07bc1-6fa2-4d49-bc93-7acced6cc8d7%22%2c%22Oid%22%3a%22bb4fbe95-14b5-4014-adcc-54f74d219b94%22%7d

Request for Proposals #: R-2465; Professional Design and Construction Administration – Gun Club Road Multimodal Gap Closure

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Tentative Schedule of Key Dates

August 1, 2025 Friday RFP Publication (BidNet)

August 7, 2025 Thursday @ 11:00 am MT Pre-Proposal Conference

August 11, 2025 Monday @ 3:00 pm MT Deadline for written questions

August 18, 2025 Monday Response to Questions and Addendum Issued, if necessary

August 27, 2025 Wednesday @3:00 PM MT Proposals Submittal Deadline

September 11, 2025 Thursday (tentative) Selection of Short-list or Top-ranked consultant(s)

Week of September 15th Interviews with short-listed consultants, if necessary

September 18, 2025 Selection of Top-ranked Consultant

October 18, 2025 (tentative) Negotiations with top-ranked consultant completed

November 24, 2025 (tentative) Anticipated Start

Selection Process The RFP is being solicited under a multi-step procurement procedure consisting of possibly three phases:

The first phase requires all interested consultants to submit an un-priced proposal addressing only those items cited in Section II, Proposal Submittal Requirements, of this RFP. Proposals will be evaluated using the evaluation criteria outlined in Section III, Evaluation Criteria, to select a short-list of consultants for further evaluation. Only those consultants who are placed on the short-list will be able to participate in the second phase.

During the second phase, interviews may be held with a short-list of consultants, if deemed necessary by the City’s evaluation committee. The consultant that is ranked the highest by the evaluation committee on the basis of the written proposal and interview, if interviews are conducted, shall be considered for award of the contract, subject to successful negotiations of a final agreement under the third phase of this RFP process. Should the City be unable to reach agreement with the number one top ranked firm, negotiations will commence with the second ranked firm. This process will continue until a satisfactory contract is negotiated, or the City exercises its right to reject all proposals.

During the third phase, the top ranked firm shall be contacted by the City to begin the negotiation process for award of the contract. Within 5 business days of being notified by the City that the negotiation process is beginning the top ranked firm must submit the following initial Scope of Service, Project Schedule and Price proposal:

1. Detailed Scope of Work: The Scope of Work (SOW) should include a detailed breakdown by Tasks with sub-tasks that shows what services shall be provided to the City for completing the proposed services identified in Section I, Scope of Services of this RFP.

2. Detailed Project Schedule: The Project Schedule should directly reflect/correspond to the above proposed

SOW demonstrating major milestones in the project.

3. Detailed Price Proposal and Rate Sheet: The detailed price proposal shall reflect completing all the proposed services identified in the SOW and Project Schedule submitted under items 1 & 2 above. The detailed price proposal shall be submitted in an Excel style spreadsheet that shows the following:

• List of tasks & sub-tasks

• List of key personnel with titles and hourly rates on the top row

• List of total hours per each sub-task for each identified key personnel

• List of the total direct labor costs estimated to complete each sub-task (this should be a column that comes right after the list of total hours noted in the previous bulleted item)

• List of all other direct and/or indirect costs

Request for Proposals #: R-2465; Professional Design and Construction Administration – Gun Club Road Multimodal Gap Closure

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After the City has completed its initial evaluation of the above submitted SOW, Project Schedule and Price proposal follow up meetings/negotiation discussions with the top ranked firm may be scheduled to discuss potential changes to their submittal proposal. The negotiation discussions shall involve all the aspects of the top ranked firm’s submitted SOW, Project Schedule and Price proposal. In the event the City determines that negotiations have failed to reach an acceptable agreement for award of the contract to the top ranked firm, then the City shall notify the top ranked firm of the City’s decision to conclude negotiations. The City will then contact the second ranked firm to begin negotiations as previously identified under the second phase of this RFP.

Proposals will be considered only from consultants or individuals who are firmly established in an appropriate business, who are financially responsible, and who have the resources and ability to offer services in a professional and expedient manner. The City may request additional information as deemed necessary. Failure to provide such information may result in the proposal being considered non-responsive.

The City reserves the right to reject any and all proposals, to waive any informalities in the proposals received, and to accept the proposals deemed most advantageous and in the best interests of the City.

Confidentiality Please be aware that proposals submitted to the City in response to this RFP shall be subject to the Colorado Open Records Law, Section 24-72-201, et seq., C.R.S. Any privileged or confidential information in the Consultant’s proposal shall be specifically identified as such by the Consultant. If any information is considered to be confidential, the Consultant shall agree to indemnify the City for any and all attorney fees the City may incur in defending the withholding of such information by signing and returning the letter found in Section VIII of this RFP. Should the City receive a request for the release of any information in the Consultant’s proposal in accordance with the open records law, the City will review the Consultant’s proposal, giving consideration to the portions that the Consultant indicated contained trade secrets, privileged information, or confidential commercial, financial, geological, or geophysical data, and may release only that information which has not been identified as confidential so long as Section VIII has been signed and returned by the Consultant along with the proposal. Should the Consultant choose not to sign and return Section VIII, all information in the Consultant’s proposal shall may be considered releasable by the City. If, in the opinion of City's legal counsel, the City is nonetheless compelled to disclose any portion of such information to anyone or else stand liable for contempt or suffer censure or penalty, the City may disclose such information without liability.

Licenses The successful Consultant, without additional expense to the City, shall be responsible for obtaining any necessary licenses and for complying with any applicable federal, state, and municipal laws, codes and regulations in connection with the prosecution of the services. The successful Consultant and any sub-consultant, if applicable, will be required to obtain an Aurora Business License. The successful Consultant shall provide the Aurora Business License number(s) to Angie Young, Senior Procurement Agent, within thirty (30) days of contract award.

Addenda to the RFP The City of Aurora reserves the right to amend, by an addendum or addenda to this RFP, at any time and/or a multiple number of times prior to the date set for receipt of the submission of proposals. Addenda or amendments will only be posted and updated on the Rocky Mountain E- Purchasing System located at www.bidnetdirect.com/colorado . It shall be the responsibility of consultants to obtain all addenda from the Rocky Mountain E-Purchasing System. Parties obtaining proposal information from other sources do so understanding that their information may be incomplete, inaccurate, or out of date and therefore wholly unreliable from a commercial perspective. Consultants registered for the paid bidding notification service shall be notified either by fax or email depending on the service that they have subscribed to. It shall be the responsibility of prospective consultants registered for the no charge, no notification service on the Rocky Mountain E-Purchasing System to monitor the Rocky Mountain E-Purchasing System for any addenda. Failure to do so may lead to reliance on incomplete, inaccurate, or out of date information when submitting proposals subjecting such proposals to automatic disqualification from consideration. If revisions are of such a magnitude to warrant, in the City of Aurora’s opinion, the postponement of the date for receipt of proposals, an addendum will be issued announcing the new date.

Questions Written questions regarding this RFP shall be submitted by email to Cyndi Winner, Procurement Agent, at cwinner@auroragov.org. It is preferred that all questions be sent with the subject title: Gun Club Road Multimodal Gap Closure; R-2465.

http://www.bidnetdirect.com/colorado mailto:cwinner@auroragov.org

Request for Proposals #: R-2465; Professional Design and Construction Administration – Gun Club Road Multimodal Gap Closure

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Questions received after the deadline may not be addressed. Responses to questions will be provided via addenda to the RFP and posted on BidNet.

Contacts During the Solicitation Process Any questions, comments, or other communications shall be directed to the contact noted in the Question section. No other contact shall be made regarding this RFP with any other City of Aurora staff, Council Member, Agents, Consultants, etc. during the Request for Proposal Process. Failure to comply with this requirement may result in the offending Consultant being removed from consideration.

Acceptance of the RFP By submitting a proposal in response to this RFP, the Consultant accepts all the conditions described in this RFP, including the Professional Design Services Agreement and Insurance Requirements, and agrees to abide by all final decisions made by the City.

Should any interested consultant find any part of the listed scope of services, terms and conditions to be discrepant, incomplete, or otherwise questionable in any respect, it is the responsibility of concerned party to notify the “City Contact” identified in this solicitation of such matters to obtain clarification(s). Failure to seek clarification(s) that could possibly have a negative impact on a consultant’s proposal shall not be the fault of the City.

City of Aurora, Colorado

Cyndi Winner, Procurement Agent Office of Purchasing Services

Request for Proposals #: R-2465; Professional Design and Construction Administration – Gun Club Road Multimodal Gap Closure

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Attachments: Section I Scope of Services Section II Proposal Submittal Requirements Section III Evaluation Criteria Section IV Special Conditions Section V Sample Professional Design Services Agreement Section VI Request for Business Size Status Section VII Letter of Indemnification for Withholding Confidential Information Section VIII W-9 Request for Tax-Payer Identification

Exhibit 1 Affidavit of Small Business Participation Exhibit 2 Local Agency Contract Administration Checklist

Request for Proposals #: R-2465; Professional Design and Construction Administration – Gun Club Road Multimodal Gap Closure

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SECTION I

SCOPE OF SERVICES

Section I – Scope of Services

1 Background

1.1 Project Description

The City of Aurora (City) and Arapahoe County (County), together (ACA) intend to provide roadway and multimodal improvements for the Gun Club Road corridor beginning just south of the Quincy Avenue / Gun Club intersection and continuing south approximately 1.5 miles to connect into the improvements north of the Aurora Parkway and Powers Place intersection. The north end of the project will connect to the partial continuous flow intersection configuration at the Quincy Avenue and Gun Club Road intersection.

ACA has been laying the groundwork for this project for three years. To date, the project has performed field survey, traffic study, conceptual drainage analysis, access control planning, initial utility investigation, alternatives evaluation, public/stakeholder engagement, and conceptual design. The alternatives studied consider the planned development along the west side of Gun Club Road from Belleview Avenue to the E-470 northbound ramp intersection. This project’s design will need to be coordinated with adjacent development.

This project will complete the CDOT NEPA process and final design activities for the corridor improvements.

The City of Aurora will provide project management and administration. The project will provide a conceptual design for a 6-lane arterial section and final design for a 4-lane interim section. Other project elements will include intersection improvements, multi-use paths, utility relocation, stormwater improvements, and ROW acquisition and easement plans. ACA is anticipating an “outside in” approach to the ultimate section, with this project designing the “outside” and the “inside” lanes being constructed in the future. However, the final approach will be selected and full project scope determined following the CDOT design scoping meeting.

ACA is seeking a qualified consultant to produce final documents to be used to bid and construct the roadway.

The project is funded by Arapahoe County, the City of Aurora, and through a Transportation Improvement Program (TIP) grant. All CDOT requirements and clearances for federally funded Local Agency design projects will be required.

1.2 Reference Documents (studies, grant application, etc.)

• Roll plot of conceptual design plan for Alternative 1 and Alternative 3 by Stanley Consultants, dated 2020.

• Arapahoe County Corridor Access Plan by Ulteig, Inc (interim version), dated December 2024.

• Drainage Conceptual roll plot—showing the ultimate 6-lane section by Stanley Consultants, dated 2021.

• Draft Preliminary Hydrology and Hydraulics Report Stanley Consultants, Inc. dated February 2024.

1.3 Anticipated schedule

• Solicitation Q2 2025

• NTP mid Q2 2025

• ROW deliverables to ACA by August 2026.

• Final deliverables to ACA Q1 2027

2 Scope of Work

The scope of this project will involve, but is not limited to, the tasks listed below. If in the review of this proposal, the consultant feels additional tasks will be needed to accomplish the project goals, those need to be articulated within the proposal submitted.

Request for Proposals #: R-2465; Professional Design and Construction Administration – Gun Club Road Multimodal Gap Closure

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2.1 Project Goals

This project aims to:

1) Design of a 4-lane arterial section that accounts for

i. the future expansion to the 6-lane ultimate section,

ii. drainage flows from the roadway and identified offsite flows expected to enter the site,

2) Resulting in a final set of plans, specs, and bid documents ready for Bidnet.

3) Which includes obtaining CDOT clearances associated with design project, AND obtaining clearance to advertise from ACA and CDOT.

4) All while completing contracted scope within the agreed upon schedule and within negotiated budget.

2.2 Project Management

Project Management Plan Consultant shall propose a Project Management Plan after NTP is awarded.

• Project Coordination Meetings

Consultant should plan on meeting, on average, every two weeks with ACA PMs to review project progress.

2.3 Public Outreach and Coordination

For public meetings, it is anticipated that ACA will host 1 ‘open house’ style public meeting. The consultant PM (or designated consultant staff) should plan to attend the meeting and provide display boards for the meeting.

ACA will acquire a physical location for the public meeting and provide staff for the meeting. The consultant will be responsible for creating and mailing invitations/announcements. Consultant will be provided with Aurora’s A-book and Framework on Community Engagement Policy.

‘Open house’ is assumed to mean no central speech/presentation, just the displaying of project information and that attending staff would be available to discuss questions that arise.

Public outreach is anticipated to include coordination with the adjoining neighborhood residents.

2.4 Site Investigation and Data Collection

2.4.1 Field Surveys

The survey files from the conceptual phase will be supplied to the winning consultant after NTP. Additional survey may be needed, depending on final negotiated scope, so proposers should include their survey capabilities in the project team section.

2.4.2 Geotechnical Studies

It is anticipated that geotechnical services will be needed for this project—including items such as signal foundation and pavement design. Proposers need to include Geotechnical capabilities, and anticipated scope, within their proposal.

2.4.3 Traffic Studies

The Preliminary Traffic Impact study will be provided after NTP. The consultant shall review all preliminary documentation and determine if additional effort / study will be determined to complete the project goals.

2.4.4 Utilities (SUE) Investigation

It is anticipated that SUE services will be needed. The road segment does have a number of existing utilities whose locations will need to be verified to complete the roadway design.

The Consultant shall utilize Arapahoe County’s Project Utility Coordination Log (PUCL) to track all utility coordination. The County will provide an Excel version of the PUCL to the selected consultant.

2.4.5 Environmental Clearance

The Consultant shall provide all tasks required to comply with the NEPA determination process as required by CDOT Form 128.

2.4.6 Noise study

A noise study may be required.

2.5 Drainage Analysis

Request for Proposals #: R-2465; Professional Design and Construction Administration – Gun Club Road Multimodal Gap Closure

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This project will require a high level of drainage analysis. It is anticipated that the drainage analysis will include flows from offsite and onsite flows. Flows will need to be collected, conveyed, and detained per Arapahoe County Stormwater regulations.

To become familiar with the extents of the drainage areas anticipated to be included in the drainage analysis, all proposers are encouraged to review the Conceptual Drainage roll plot and conceptual drainage report that was prepared in the conceptual phase of the project.

2.6 Traffic Signal Design

The traffic signal at Belleview Ave shall be designed to the City of Aurora standards to meet the ultimate 6-lane configuration.

2.7 Fiber Duct Bank Design

ACA is requesting the design of a fiber duct bank running along the segment. Generally, the bank will consist of 2ea 3in conduits and pull boxes every 750-ft and at future signalized intersections. The specific placement of pull boxes and conduits will be determined during the design—and will follow standards found in the Traffic Signal Construction Standards of the City of Aurora Roadway Manual (latest edition).

2.8 Street Light Conduit Design

Streetlights will not be installed at this time. However, this project will include designing the conduit system for potential future streetlights. This design will be for the 2” conduits, pull tape, tracer wire, and pull boxes only, no pole foundations or streetlight poles will be included.

2.9 ROW Acquisition Services

It is anticipated that ROW acquisitions and temporary construction easements will be needed for this project.

The City of Aurora Real Property Services will order the title commitments for the project and lead any ROW acquisitions and/or easement discussions with property owners. As such, the consultant should not need a ROW subconsultant. However, the consultant should anticipate working with City of Aurora Real Property Services staff for project tasks in this section.

The consultant should anticipate creating all the required plans and legal descriptions for ROW acquisitions. All should be prepared to CDOT standards.

2.10 Preliminary Design

2.10.1 30% / CDOT FIR-level Plans (Submitted to ACA and CDOT for official review)

• Roadway and sidewalk horizontal and vertical design

• ROW plans, existing and proposed—to also be used for ROWPR process. The consultant should plan to hold ROWPR meeting before FOR meeting.

• Existing utility plans, horizontal design of utilities relocations or adjustments, if relocations are needed.

• Preliminary Utility Conflict Matrix with County PUCL

• Drainage and Grading Plans

• Environmental documentation, to be used for environmental clearance. Including the mapping of any existing wetlands or other environmental constraints, preliminary mitigation plans, an initial site assessment, and a potential hazardous materials identification.

• Typical Sections

• Key project concerns identified.

• Preliminary cost estimate.

• Preliminary Drainage Report

• Conceptual Fiber Duct bank roll plot—for ACA traffic group review.

2.10.2 Post-FIR Updated documents (Submitted to ACA for interim review)

• Updated plans and documents demonstrating comments have been addressed. Updated Comment

Resolution Matrix, demonstrating comments have been addressed.

• Updated Preliminary drainage report

• Updated Preliminary cost estimate and construction schedule

• Updated PUCL showing the resolutions to all known utility conflict.

• Proposed Utility Clearance Letters for all utilities.

Request for Proposals #: R-2465; Professional Design and Construction Administration – Gun Club Road Multimodal Gap Closure

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2.11 Final Design

2.11.1 90% / CDOT FOR-level Plans (Submit to ACA and CDOT for official review) All documents required for CDOT and ACA FOR-level review, including, but not limited to the following.

• Roadway Plan and Profile

• ADA Ramp Details

• Drainage System Plan and Profile

• Traffic Signal Detailed Plans

• Signing and Striping Plans

• Construction Phasing Plans

• Utility Plans and Conflict Matrix

• GESC and SWMP Plans

• Specifications, Bid Schedule, and Contract Documents

• Final Drainage Report

• Final Utility Clearance Letters

• Updated County PUCL

• Comment Resolution Matrix

• Engineer’s Opinion of Probable Cost

• Construction Schedule Estimate

2.11.2 100% Plans (Submit for Signature Set) This project is funded, in part, with federal dollars. As such, all CDOT standards and requirements will be followed for all plan, specification, and clearance development.

All official submittals will go to ACA PMs for review. CDOT and Arapahoe County will conduct official reviews at intervals detailed above. The City of Aurora will review through a referral from the County.

2.12 Bid Documents

The consultant should anticipate assisting ACA in creating a bid package ready for Bidnet.

3 Deliverables

• Feasibility Memo (a written summary of the feasibility decisions made between consultant and ACA PMs).

• Cost Estimate at 30% and 90% interim stages

• Fiber Duct bank conceptual roll plot

• NEPA related reports and memo’s

• GESC Report

• All CDOT Local Agency Data and Forms

• Right-of-Way and Easements Plan, Ownership Map, and Survey Control Map, per CDOT standards.

• 30% plans for ACA interim review

• 90% plans for official review by ACA review staff

• 100% final approved, ready for bid plans

• Subsurface Utility Engineering documents (to include County PUCL and Utility Clearance Letters)

• Final Cost estimate

• Final specifications package, ready for bid.

• Approved CDOT clearance to go to AD.

4 Design Review and Coordination

4.1 CDOT Coordination, Plan Review and Approval

The project will need to comply with the terms set forth in CDOT Contract entered into by CDOT and the City of Aurora and Arapahoe County.

The project will be required to meet the schedule identified in section 1.3 above. FIR and FOR reviews and meetings with CDOT will be required. The successful Consultant will, at a minimum, attend three (3) review

Request for Proposals #: R-2465; Professional Design and Construction Administration – Gun Club Road Multimodal Gap Closure

pg. 10 meetings with CDOT including a scoping meeting, an FIR meeting, and an FOR meeting. The FIR meeting will be coincidental with ACA’s 30% plan review and the FOR meeting will be coincidental with the ACA’s 90% formal plan review. The consultant must obtain CDOT clearances prior to the advertisement for construction, coordinate between the agencies, and prepare and submit application and design information to the appropriate agency for Environmental, Utility, and Right-of-Way Clearances.

Federally funded contracts require a DBE Goal. The DBE goal for this project is 7%. The Proposer commits to the requirements for DBE participation. For additional information refer to https://www.codot.gov/business/civilrights/compliance/prof-services/resources-forms "Exhibit 1– Affidavit of Small Business Participation must be submitted with proposal. Failure of the proposer to submit the affidavit will result in the consultant being deemed non- responsive and ineligible for award. If DBE goal is 0% the Affidavit is still required."

4.2 Project Design Standards

• Arapahoe County’s 2025 Roadway Design & Construction Specifications

• Arapahoe County’s Stormwater Management Manual (2019 ed.)

• Arapahoe County’s CAD submittal standards and requirements

• Arapahoe County Traffic Impact Study Guidelines, AASHTO’s Green Book and Roadside Design Guide.

• All applicable CDOT standards and criteria including CDOT’s Standard Specifications for Road and

Bridge Construction and applicable updates, project special provisions, worksheets, and erosion control.

• Permanent Water Quality aspects shall meet SEMSWA MS4 requirements.

• PROWAG Best Practices Design Standards

• City of Aurora Traffic Standards—as shown in the City of Aurora Roadway Manual (latest addition) for traffic signal design.

• City of Aurora Street Light Standards—as shown in the City of Aurora Roadway Manual (latest addition) for fiber duct bank and street light conduits.

Request for Proposals #: R-2465; Professional Design and Construction Administration – Gun Club Road Multimodal Gap Closure

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SECTION II

SUBMITTAL REQUIREMENTS

Submittal requirements, proposal format, & evaluation criteria The proposal submitted shall follow the general format outlined below regarding proposal sections, page limits, font size, etc. Proposers are encouraged to be concise. Section headings will not count against page limits if the section name/number is the only text on the page.

ACA reserves the right to conduct in-person interviews to further evaluate the proposals/proposing firms.

Consultant must use 10-point font or larger. Use of figures, photographs, or other graphics within the page constraints indicated is up to the discretion of the consultant. The proposal may be submitted in landscape orientation if desired. Up to three (3) 11”x17” pages may be included in the proposal.

Section 1 – Cover Letter Non-scored section, 1 page (max)

Introduction from the proposer. Include company name, address, and contact info for project PM.

Section 2 – Statement of Qualifications 15 points, 3 pages (max)

Brief history, size, specialty(ies), in-house capabilities, and references. Exhibited strength of firm to complete this project based on the goals / information provided in the proposal.

Describe capabilities and experience in storm water conveyance, detention, and treatment. Describe how that experience will benefit this project. Include previous projects / clients and project outcomes.

Additionally, describe any projects or experience where the Project Manager or Team had to coordinate design efforts with adjacent developments happening concurrently.

Section 3 – Project Team 15 points, 5 pages (max)

List of key and supporting in-house team members, qualifications, and relevant experience of staff, consolidated to demonstrate competency for this RFP.

Describe capabilities of the Public Involvement (PI) component of the project team including how interaction with the public will be managed. It is anticipated that PI will include interaction with the traveling public and users of the corridor, as well as residents of the neighborhoods adjacent to the stretch of roadway.

Note: ACA expects that the team of key personnel presented in the proposal shall work on the project until completion. Any substitute of personnel shall require the approval, in writing, from the City. Personnel changes shall only be considered for valid reasons such as an employee leaving the firm, major illness or accident. Only persons as well qualified as the proposed individual shall be approved.

Section 4 – Subs and Partners 10 points, 3 pages (max)

List of key subcontractors of partnering firms, qualifications, and relevant experience for same.

Note: ACA expects that the team of key subs and partners presented in the proposal shall work on the project until completion. Any substitute of personnel shall require the approval, in writing, from the City. Personnel changes shall only be considered for valid reasons such as an employee leaving the firm, major illness or accident. Only persons as well qualified as the proposed individual shall be approved.

Section 5 – DBE goals met 5 points, 1 page (max)

Request for Proposals #: R-2465; Professional Design and Construction Administration – Gun Club Road Multimodal Gap Closure

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This section scored as pass (5 points) or fail (0 points). Consultant to demonstrate that the DBE goal for this project is met.

Section 6 – Project Methodology 25 points, 5 pages (max)

Demonstration of project understanding through a concise explanation of how proposing firm will accomplish the project goals, as outlined within section 2 of this proposal. Include any additional relevant team capabilities.

Briefly describe how documents are checked for quality, accuracy, and completeness before they are submitted for owner review.

Include team’s familiarity with completing Federally funded projects and Arapahoe County’s review process.

Section 7 – Example Narrative 10 points, 1 page (max)

Describe a scenario where the Project PM encountered an issue or conflict with the owner and the resolution to that scenario. Examples: significantly exceeded a task budget, encountered a significant project delay beyond the control of the consultant, had a substantial disagreement with owner. How did the PM resolve the situation and move forward?

Section 8 - Acknowledgements 5 points, ½ page (Recommended max half a page)

Acknowledgement for ability to conform to City requirements for o The Standard City Contract o The consultant shall identify any variations or exceptions to the City contract and outline the requested edits.

o City insurance Requirements o Use of the City’s Pay App Tracker

Section 9 – Schedule 5 points, 1 page (Recommended max).

Attach a proposed project Milestone schedule. Can be 11x17.

A milestone schedule is not the full detailed project scheduled that will be requested after NTP. The milestone schedule should include start times and durations for major work items (ie, Project Management, Survey, Preliminary Design—all as applicable), as well as anticipated dates for submittals (ie FIR, FOR, drainage letters, SSR—all as applicable).

A Full Detailed Project Schedule will be discussed, and requested, after the issuance of NTP.

Section 10 – Quality of proposal 10 points, n/a pages

Readability and responsiveness of the proposal and adherence to submittal requirements.

Request for Proposals #: R-2465; Professional Design and Construction Administration – Gun Club Road Multimodal Gap Closure

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SECTION III

EVALUATION CRITERIA

EVALUATION CRITERIA MAXIMUM POINTS

Project Methodology 25 Statement of Qualifications 15

Project Team 15

Subs and Partners 10

Example Narrative 10

Quality of Proposal 10

DBE goals for project are met 5

Acknowledgements 5

Schedule 5

Total 100

Request for Proposals #: R-2465; Professional Design and Construction Administration – Gun Club Road Multimodal Gap Closure

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SECTION IV

SPECIAL CONDITIONS

CONSULTANT RESPONSIBILITY FOR PROPOSAL COSTS

The City is not liable for any costs incurred by any CONSULTANT associated with the preparation of a proposal, the negotiation of a contract, or for services prior to the award of the Agreement.

Selected consultant may be asked to present their proposals and/or to demonstrate ability to provide products or services to the City’s representatives in Aurora or at another mutually agreeable location. The consultant shall bear all costs of such presentations.

PROPOSALS BINDING UPON CONSULTANTS

Consultants are advised that their proposals shall be binding upon the consultant for ninety (90) calendar days from the proposal due date. A consultant may withdraw or modify their proposal any time prior to the proposal due date by a written request, signed in the same manner and by the same person who signed the proposal.

SAMPLE PROFESSIONAL DESIGN SERVICES AGREEMENT

Included in this package is a sample of the standard “Professional Design Services Agreement” used by the City that the awarded Consultant will be required to execute with City prior to commencement of services.

INSURANCE REQUIREMENTS

Attached to the sample “Professional Design Services Agreement” is a copy of the City’s current insurance requirements (Form 410-33).

INDEPENDENT CONTRACTOR

The successful Consultant is an independent contractor. The independent contractor is not entitled to Workers Compensation Benefits. An independent contractor is obligated to pay federal and state income tax on any monies earned pursuant to the contract relationship. Additionally, it is understood that the independent contractor is not entitled to Unemployment Insurance Benefits unless unemployment compensation coverage is provided by the independent contractor or some entity other than the City of Aurora, Colorado.

SUBLETTING OF CONTRACT

The Consultant will agree not to assign or sublet the whole or any part of the contract without the prior written consent of the City.

CHANGES IN SCOPE OF SERVICES

The City Project Manager will agree that any change of scope in the services to be performed after the original contract has been signed shall be documented as a written change order, be accepted by all parties, and made a part of the original contract by amendment.

AWARD FUNDING

This project is being supported, in whole or in part, by State of Colorado and Federal funds awarded to City of Aurora through Colorado Department of Transportation (CDOT). This is a Carbon Reduction Program (CRP) and State Multimodal Transportation and Mitigation Options Fund (MMOF) assisted contract and must therefore follow all applicable Federal, State and local regulations or restrictions.

SMALL BUSINESS ENTERPRISE (SBE) PROGRAM FOR CONTRACTS OVER $250,000.00

This RFP may be subject to the City’s Small Business Enterprise (SBE) Program. The intent is to recognize the role and importance of small businesses in our country’s and City’s continued success. For Aurora to acknowledge this category of businesses involved with providing professional and regular services, it has been determined that certain actions are necessary to support this program.

Objectives of the SBE Program The City’s Small Business Enterprise (SBE) Program demonstrates the City’s commitment to the SBE community by promoting economic growth within the local business community and providing a development program to assist SBEs regardless of gender, age, race or ethnicity.

Request for Proposals #: R-2465; Professional Design and Construction Administration – Gun Club Road Multimodal Gap Closure

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For purposes of the City’s Program, SBEs are defined as a small business if they meet 50% of the Small Business Administration’s size standard that applies to the appropriate North American Industry Classification (NAICS) code for the scope being procured. SBEs shall self-certify as to their business size status.

As part of the SBE Program, contracts over $250,000 awarded to large businesses by the City’s Office of Purchasing Service shall require that the large business use a good faith effort to award no less than 10% of their subcontracting dollars to SBEs, if they plan to subcontract any portion of the work. This Program does not apply to large businesses that will perform 100% of the contract work with their own workforce without using any subconsultants and or to the top ranked successful consultant that has self certified themselves as a small business enterprise.

Consultants are encouraged to identify as many aspects of the work as possible to enhance the utilization of SBEs. Consultants are expected to use qualified SBEs. To be qualified, SBEs must have the necessary financial capabilities, skill, experience, and access to the necessary staff, facilities and equipment to perform the work or to provide the supplies or services that are required.

Good Faith Effort If the objective specified herein has not been met, it shall be the responsibility of the large business top ranked consultant to demonstrate its good faith efforts in attempting to meet the objective. The consultant, if it has not met the specified objective, must provide a completed Good Faith Effort Questionnaire in support of its good faith effort to meet the objective for evaluation and approval by the City.

SBE Program Documents In order to demonstrate compliance with the City’s SBE Program, the top ranked consultant must complete the initial “Request for Business Status” form (refer to Section VII of this RFP). If the top ranked consultant has self certified as a large business, then that consultant must sign and submit the attached forms entitled Statement of Intent to Use Small Business Enterprises (SBEs) and Individual Letter of Intent for Each Small Business Enterprise. In addition, if the SBE objective has not been met, the large business top ranked consultant will be required to submit the attached Good Faith Effort Questionnaire as provided for herein under "Good Faith Effort." All forms shall be submitted by the successful consultant upon successful conclusion of negotiations.

Evaluation Criteria for a Good Faith Effort The adequacy of the large business top ranked consultant’s good faith effort will be evaluated based upon the following criteria:

1. The consultant’s outreach efforts, including:

Advertising in trade association publications and other publications;

Mailings to SBEs;

Contacts with SBE contractor organizations;

Phone contacts with SBEs; and Other activities identified by the consultant.

2. List items of work identified by the consultant for subcontract or supply to meet the Program objectives;

3. Efforts to negotiate with SBEs to obtain them as subconsultants or suppliers;

4. Efforts to provide SBEs a full and fair opportunity to provide a proposal, including the opportunity to review the scope of services and to have the time to prepare proposals and negotiate; and

5. The reasons why the consultant was unsuccessful in its efforts to obtain SBEs as subconsultants, suppliers or joint venture partners.

If the City determines that the large business top ranked consultant failed to make a good faith effort, the proposal will be deemed non-responsive and will be rejected.

Request for Proposals #: R-2465; Professional Design and Construction Administration – Gun Club Road Multimodal Gap Closure

pg. 16

STATEMENT OF INTENT TO USE SMALL BUSINESS ENTERPRISES (SBE)

The large business shall complete this form for the involvement of SBEs on this project. This form shall be submitted by the successful consultant upon successful conclusion of negotiations.

The following SBEs will be utilized:

1. Name: ________________________________________________________________________

Type of Work: ___________________________________________________________________

Amount of Contract:

2. Name: ________________________________________________________________________

3. Name: ________________________________________________________________________

(Attach additional sheets as required)

By executing this document, the consultant hereby certifies that it fully intends to employ the SBEs listed on this STATEMENT OF INTENT TO USE SMALL BUSINESS ENTERPRISES. Should one or more listed SBEs be deleted after the proposal has been submitted or if it becomes necessary to replace an SBE, the CONSULTANT

MUST OBTAIN PRIOR WRITTEN APPROVAL FROM THE CITY.

Total Amount of Anticipated to be Subcontracted: %

Total SBE Program Participation Achieved: %

Consultant:

(Company Name)

By:

(Consultant’s Authorized Representative)

Name:

(Type or Print)

Title:

Date:

Request for Proposals #: R-2465; Professional Design and Construction Administration – Gun Club Road Multimodal Gap Closure

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INDIVIDUAL LETTER OF INTENT FOR EACH SMALL BUSINESS ENTERPRISE

The large business shall complete this form for the involvement of SBEs on this project. This form shall be submitted by the successful consultant upon successful conclusion of negotiations.

CONSULTANT INFORMATION:

Name:

Address:

Telephone:

SBE INFORMATION:

Name:

Address:

Telephone:

Type of Firm: Subconsultant Supplier

The North American Industry Classification System (NAICS) code for this award is __________.

The small business size standard designated for this award in accordance with the City of Aurora’s SBE

Program is ________________ U.S. dollars Employees

Description of work to be performed:

Estimated start date:

Total value of estimated work:

CONSULTANT INTENDS TO UTILIZE THE ABOVE-NAMED SBE FIRM FOR THE WORK DESCRIBED

ABOVE.

Consultant: SBE Firm:

(Company Name) (Company Name)

By: By:

(Consultant’s Authorized Representative) (SBE’s Authorized Representative)

Name: Name:

(Type or Print) (Type or Print)

Title: Title:

Date: Date:

Request for Proposals #: R-2465; Professional Design and Construction Administration – Gun Club Road Multimodal Gap Closure

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GOOD FAITH EFFORT QUESTIONNAIRE

The large business who has failed to meet the SBE objective is required to complete and submit this form, along with supporting documentation. This form shall be submitted by the successful consultant upon successful conclusion of negotiations. Please use an additional sheet when space is inadequate.

Project SBE Objective: 10% CONTRACTOR SBE PARTICIPATION: %

1. Did your firm advertise for SBE participation? Yes No

If yes, were the advertisements specific or general ?

In what publication(s) did your ad appear?

Please provide a copy of your advertisements.

2. What other sources did your firm use to solicit proposals from SBE subconsultants and suppliers?

Please provide a copy of your advertisements.

3. What items of work were identified for SBE contracting opportunities? List the items of work identified and the percent of contract:

Item Percent of Total Subcontract Dollars

4. How many SBE firms did you contact by mail?

Please provide a copy of all materials mailed and a list showing to which SBE firms the various mailings were sent.

5. How many SBE firms did you contact by phone?

Please provide a list showing which SBE firms were contacted by phone.

Request for Proposals #: R-2465; Professional Design and Construction Administration – Gun Club Road Multimodal Gap Closure

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GOOD FAITH EFFORT QUESTIONNAIRE (CONTINUED)

6. For subcontracts or supply contracts where an SBE proposed, but was not used, provide the following information:

A. Scope of work SBE proposal vs. scope of work non-SBE proposal:

B. Amount of SBE proposal vs. amount of non-SBE proposal. (Note: Include the date the proposals were received.)

7. If you negotiated with SBEs, but no negotiated subcontracts resulted, please give the reasons that your negotiated efforts failed relative to each such failure.

8. If you did not negotiate with any SBE firm(s) please explain why.

9. Please indicate how many negotiated subcontracts you entered into:

10. How many SBE firms reviewed the RFP at your office?

11. Have you previously proposed on work with public entities in which the RFP documents set forth objectives for SBEs? Yes No

If the answer to this question is yes, please provide the following information:

A. Were you ever the selected firm? Yes No

B. Have you ever failed to meet a specified objective? Yes No

If yes, relative to each incident in which you have failed to reach the objective, please set forth the reasons for any such failure.

C. Has a proposal submitted by your firm ever been rejected for its failure to respond to an SBE program? Yes No

D. Have you ever competed successfully for a public project and met the objectives specified therein? Yes No

If yes, please identify those projects.

Relative to each of the questions set forth above, please respond in detail on a separate piece of paper, if necessary. This information will be used by the City as an indication of your commitment to the City’s SBE Program.

Request for Proposals #: R-2465; Professional Design and Construction Administration – Gun Club Road Multimodal Gap Closure

pg. 20

SECTION V

SAMPLE

AGREEMENT

for

PROFESSIONAL DESIGN SERVICES

DESIGN SERVICES AGREEMENT

CITY OF AURORA

AURORA, COLORADO

TITLE: ____________________________________

FILE: ___________________________

P.O. NO.: ___________________________

(Version PDSA 10 2024)

Request for Proposals #: R-2465; Professional Design and Construction Administration – Gun Club Road Multimodal Gap Closure

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TABLE OF CONTENTS

Section

Recitals Section I – Scope of Work Section II – Project Management Section III - Designer’s Responsibilities Section IV - Schedule Section V- Compensation Section VI - Examination of Records Section VII - Personnel Assignments - Key Personnel Section VIII - Ownership of Documents Section IX - Taxes and Licenses Section X - Assignment and Subcontracting Section XI - The City’s Responsibilities Section XII - Mutual Obligations of the City and Designer Section XIII - Charter, Laws and Ordinances Section XIV - Status of Designer/Independent Contractor Section XV - Termination of Agreement Section XVI - Amendments and Extensions Section XVII – Dispute Resolution Section XVIII – Equal Employment Opportunity Section XIX – Special Conditions Section XX – Insurance Requirements Section XXI - Indemnification Section XXII – Miscellaneous

Attachment 1: Scope of Work Attachment 2: Milestone Schedule Attachment 3: Compensation Attachment 4: Insurance Requirements Attachment 5: CDOT Professional Services Local Agency Civil Rights and Disadvantaged Business Enterprise

(DBE) Contract Requirements

Request for Proposals #: R-2465; Professional Design and Construction Administration – Gun Club Road Multimodal Gap Closure

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AGREEMENT

THIS AGREEMENT, with an effective date of the ____ day of _______, 20__, is made and entered into between the CITY OF AURORA, COLORADO, (hereinafter called the “City”), and , a corporation with a principal place of business at , (hereinafter called the “Designer”). (City and Designer may be collectively referred to herein as “Parties”, or individually as “Party”.)

Recitals

WHEREAS, the City desires to obtain professional design services for a City project (“Project”) as hereinafter provided; and

WHEREAS, the Designer represents that its project team includes engineers and/or architects licensed by the State of Colorado or by another State, Federal, or governmental entity recognized by the State of Colorado, and that Designer is experienced and qualified to perform professional design services for the City of Aurora, including the planning, designing, drafting and preparation of construction documents for the Project specified in this Agreement, as well as the bidding of the Project specified in this Agreement.

NOW, THEREFORE, in consideration of the promises and mutual…