Bridge Program RFP.pdf

REQUEST FOR PROPOSALS (RFP)

Town of Snowmass Village

Announced: August 20, 2025 Due Date: September 17, 2025

Project: 055-73-57.573202 Bridge Program

Proposal Delivery: Method, Due Date & Address

Methods Due Date Address

Delivery Service (FedEx, UPS, etc.)

or

U.S. Mail or

Hand Delivered or

Email

Must ARRIVE/ DELIVERED by

September 17, 2025 at 2:00 p.m.

Mike Horvath, Town Engineer Mail: P.O. Box 5010, Snowmass

Village, CO 81615 Physical: 130 Kearns Road, Snowmass Village, CO 81615 Email:

m h o r v a t h @ s n o w m a s s . g o v

Any proposals received after 2:00 pm on September 17, 2025, will not be considered. It is the offeror’s responsibility to deliver all materials before the deadline.

Contact Mike Horvath, Town Engineer Town of Snowmass Village 970-922-2324 Mhorvath@snowmass.gov

P.O. Box 5010, Snowmass Village, Colorado 81615

1. Introduction

The Town of Snowmass Village (the “Town” or “Owner”) is seeking proposals from qualified Engineering Teams (also referred to in the RFP as “Proposer” or “Team”) for the provision of services related to the scope of work to master planning improvements to the off-system bridges in Snowmass Village. The purpose of this solicitation is to secure proposals from qualified Teams who have prior experience in planning, design, engineering, preconstruction, and construction administration of bridge programs/projects of similar scope and scale. The further intent of this Request for Proposals is to have the proposer specifically provide a well-considered plan of execution for the Project.

The Town of Snowmass Village currently has a budget of $250,000 to initiate planning and design work on the bridges. The proposer is encouraged to consider that for Architectural, Preconstruction, and Preliminary Construction Administration Services for the first phase of the bridge program. The intent of this RFP is to bring a qualified firm on board to advance the planning and design of the project as far as possible, including seeking approvals, permits, and construction start.

2. Project Background

The Town of Snowmass Village, Colorado is a mountain town with some of the best recreational opportunities in North America. Visitors come from all over the world to enjoy the world class ski slopes, trails, and festivals. The year-round population is approximately 3,000 people, but the Town serves many more that come to Snowmass Village to work and play.

The Town manages and maintains 13 off-system bridges (4 non-major vehicular and 9 major vehicular) within town limits. The 2024 CDOT inspection reports are attached to this RFP as Exhibit A. All bridges are within the fair & good categories, but the Town would like to implement a master maintenance plan to keep the bridges in good shape prior to requiring major fixes. The bridges were construction anywhere from 1980 to 2023.

Bridge types include the following:

1. Concrete Double T Prestress Girder

2. Concreter on I-beam, Composite/Continuous and Composite

3. Concrete Slab

4. Concrete Rigid Frame

5. Concrete Box Girder

6. Timber Laminated Girder

Bridge SNO 7 (locally known as the Wood Bridge) had repairs completed since the last inspection in 2024. The repairs included new decking/siding and structural repairs to the girders. The as-built plans for the repairs are attached to this RFP as Exhibit B. The repairs were completed during fall 2024 and spring 2025.

3. Request for Proposal Documents These documents are provided by the Town and are attached hereto by this reference:

a. Exhibit A: 2024 CDOT Bridge Reports

b. Exhibit B: Woodbridge Repairs As-built

4. Proposed Scope of Services

a. Inspection Services –

i. Review 2024 CDOT inspection reports

ii. Identify minor structures owned by Town

iii. Inspect all structures (major and minor) to ensure CDOT inspection reports are all encompassing/up to date

iv. Inspect any adjacent roadway structures (if any) that could also affect bridge longevity/performance/maintenance requirements

v. Create inspection reports for each structure

b. Master Planning -

i. Once inspections are verified and complete, the Consultant shall develop annual projects that group together like fixes across the Snowmass bridge network

ii. Annual projects need to be prioritized within plan due to need and impact on bridge network. A timeline for implementation of each annual project should be noted within the prioritization list to understand timing of need for each project.

iii. Annual projects should include scopes of work that can be completed and managed by Town in a construction season (April to October)

iv. Cost Estimations for each annual project should be included for Town budget purposes

v. Identify any grant funding sources that the Town could apply for to help fund implementation of the annual projects and prioritize by how competitive the Town construction projects would be

c. Design Development -

i. Construction documents (CD’s) for the top prioritized project. CD’s must be stamped by a licensed Professional Engineer in Colorado and include the following: plans, specifications, & bid tab

5. General Terms and Conditions

a. Proposal Submittal:

Proposals must be received by no later than 2:00 p.m. on September 17, 2025. The submittal should be sent as follows:

ATTENTION: Mike Horvath, Town Engineer Mailed: P.O. Box 5010, Snowmass Village, CO 81615 Physical: 130 Kearns Road, Snowmass Village, CO 81615 Email: mhorvath@snowmass.gov

Any proposals received after 2:00 pm on September 17, 2025, will not be considered. It is the sole responsibility of the Proposer to ensure that the Proposal is received by the deadline above.

b. Proposal Preparation:

Paper AND/OR Electronic: One (1) paper copy of the Proposal AND one (1) identical electronic copy of the Proposal on a USB thumb drive. Both must include a signed proposal, be in a sealed envelope marked “Bridge Program” or emailed with subject “Bridge Program Proposal” and must be received according to the Proposal Delivery:

Method, Due Date & Address table above.

Proposers may submit their proposals in a format of their choosing. All Proposals submitted without such signature may be deemed nonresponsive. prices will be in both words and figures, the written words will govern. The proposal will not be modified or conditioned in any manner. The proposal will not be modified or conditioned in any manner.

Any material that is to be considered as confidential in nature must be clearly marked as such and will be treated as confidential by the Town to the extent permitted by law and subject to CORA C.R.S. 24-72-101.1 et seq.

Nothing herein is intended to exclude any responsible Proposer or in any way restrain or restrict competition. All responsible Proposers are encouraged to submit their Proposals.

The Town, its employees, the Town Manager, Assistant Town Manager, or any entity assisting the Town in the RFP process shall not be liable for any costs incurred by the Proposer for the preparation or presentation of the Proposals and/or in participating in the competitive process contemplated in and by this RFP.

c. Proposal Opening:

The Town of Snowmass Village, Colorado, will receive sealed proposals for the Bridge Program Project at 2:00 PM local time, at the:

Snowmass Village Town Hall 130 Kerns Road Snowmass Village, Colorado, 81615 on the 17th day of September 2025, at which time and place all proposals will be opened Privately.

d. Proposal Award:

The contract will be awarded to the Proposer that best meets the criteria established, as outlined below. The Town reserves the right to reject all proposals, reject portions of any proposal or accept all or portions of the Proposal(s) deemed most advantageous and responsive. The determination will be made by the Town at its sole discretion. The selected Contractor shall enter into a contract with the Town. Authorization to proceed will occur only after TOSV and the Proposer have successfully negotiated the scope and cost of the contemplated contract.

The proposal shall be valid for a period of sixty (60) days from the deadline specified for receipt of Proposals. Proposers may withdraw their proposals before the specified deadline. No proposal shall be withdrawn after the opening of the proposals without the consent of the Town, for sixty (60) days after the scheduled Proposal Opening.

e. Evaluation Criteria:

The following Evaluation Criteria shall be used to evaluate all Proposals and determine the successful Proposer:

• Team Portfolio/Similar Project Experience

• Schedule

• Professionally prepared, complete, and organized materials

• Costs

6. Communications

Questions regarding this RFP must be directed through the BidNet website. Written questions will be accepted until September 12, 2025 at 5 PM.

The Proposer has the responsibility at all times to notify the Town of any ambiguity, divergence, error, omission, oversight, or contradiction contained in this RFP as it is discovered, or to request any instructional, decision, or direction which may be required to prepare its Response.

If it becomes necessary to revise any part of this RFP the Town will provide a posted addendum on BidNet. It is the sole responsibility of the Proposer, before the Closing Date, to ensure that they have reviewed on BidNet for all revisions.

7. Milestones and Dates

A Pre-proposal conference will be conducted by the Town and the Towns representatives on: Tuesday, September 2nd, 2025, at 10:00 AM Local Time. Location: Online at link below.

Microsoft Teams Need help?

Join the meeting now Meeting ID: 210 647 524 441 3 Passcode: V5hk2x7A

Mandatory X Not Mandatory

Representatives of Town will be present to answer questions. Any questions which, in the opinion of the Town’s Representative, cannot be answered by direct reference to the Contract Documents will be answered by formal written Addenda. The Pre-proposal conference will include an overview of the project including expectations and limitations of the work. All interested parties are invited to attend.

8. Requirements for Proposal Submission The Town seeks the most responsive and responsible Proposer to contract to provide architectural and engineering design services. The Proposer shall provide information related to qualifications, fees for services, and schedule. The Design Team should include firms or individuals qualified and licensed in the State of Colorado to provide professional design or consulting services that include structural engineering services.

The Town of Snowmass Village currently has a budget of $250,000 to undertake design work for the TOSV Bridge Program. The proposer is encouraged to clearly detail what work product can be delivered for this amount and to recommend an overall delivery method for this project. The intent of this RFP is to bring a qualified firm on board to advance the planning and design of the project to secure approvals, permits and construction start.

a. Team Summary

i. Provide a summary highlighting the project lead, all members of the project team, past collaborations, project approach, and why your team is the best fit for this project. Please provide, at a minimum, the following https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_NGE5ZDlhYzQtZGE5OS00OTBlLTkwMGEtOTRiYWExY2M1NjM3%40thread.v2/0?context=%7b%22Tid%22%3a%2290e0ea44-c957-4116-9c44-8339910cc2e9%22%2c%22Oid%22%3a%22ba9ca12a-d7a3-48cc-ad38-defb91241653%22%7d information:

1. Firm names, addresses, telephone numbers, fax numbers, email addresses, and website addresses.

2. Staff Hourly Rates.

b. Similar Project Experience – Detailed Profiles

i. Profile similar experience with bridge maintenance master planning. Limit experience to three projects in which construction was completed in the last five (5) years or is in progress. Include the following for each project:

1. Project Name

2. Scope description

3. Dates

4. Budget information:

a. Initial contract amount

b. Final project cost

5. Description of relevance to this project

6. Awards won, reference letters, or additional information

c. Project Team

i. Include professional resumes (1 pg max/resume) for the proposed project team. At a minimum, include resumes for the following positions:

1. Project Executive

2. Project Manager

3. Additional positions you may feel are relevant

d. Schedule

i. The Town is hopeful to complete the first annual construction project in 2026. Please provide a schedule that demonstrates the design team can accomplish this.

e. Pricing Information

i. Proposers are advised that the total current funding available for this project is capped at $250,000.

ii. Proposers should provide a breakdown of fee structure by project phase based on the scale and scope of the project, as follows:

1. Inspections

2. Master Planning

3. Design Development

iii. Fees should include engineering, planning, and all related design services that will fall under the engineer’s contract. Consideration should be given to the experience and manpower necessary to manage the project for its duration.

iv. Hourly Rates for the Engineer and all sub-consultants.

9. Proposal Format

a. General Requirements To facilitate comparison and evaluation, proposers shall follow the format outlined herein. Proposals shall contain concise written material and illustrations that enable a clear understanding and evaluation of the capabilities of the proposer. Legibility, clarity, and completeness shall be considered essential aspects of any acceptable materials. It shall be the Proposer’s sole responsibility to ensure that all information contained in a submittal complies with this requirement. The TOSV, at its sole discretion, may disqualify and reject any proposal that it deems illegible, unclear, or incomplete.

b. Physical Formatting of Submittal

i. For typed pages, an 8 ½” x 11” format is required

ii. For illustrations, an 11” x 17” format may be used.

iii. Submittals may use either single-sided or double-sided.

iv. Pages shall be sequentially numbered.

v. One (1) bound copy of any proposer’s proposal shall be submitted.

vi. Please provide (1) electronic copy (by USB drive).

10. Conditions of Work

All Proposers must inform themselves fully of the conditions relating to the Project and the employment of labor therefor. Failure to do so will not relieve the Proposer of the obligation to furnish all material and labor necessary to carry out the provisions of the contract. The Proposer, in carrying out work, must employ methods or means that will not cause any interruption or interference with the work of any contractor or the Town’s scheduled use of the area surrounding the site.

By submitting a proposal, the proposer certifies pursuant to C.R.S. § 8-17.5-102(1) that, at the time of proposal submission, it does not knowingly employ or contract with an illegal alien and that the contractor has participated or attempted to participate in the Basic Pilot Program that is administered by the United States Department of Homeland Security to verify that it does not employ any illegal aliens.

11. Interpretations No interpretations of the meaning of the Scope of Work will be made to any Proposers orally. Every request for such interpretation should be in writing, addressed to the Town’s

Contact listed above.

Milestone Date Request for Proposal Announced 8/20/2025 Pre-Proposal Conference (online) 9/2/2025 at 10 AM Local Time Questions Closing 9/12/2025 5 PM Local Time Proposal Opening 9/17/2025 2PM Local Time Anticipated Award and Executed Contract Week of 9/22/2025 Anticipated Completion of Project 7/15/2026 or sooner