Completion of Baseball Dugouts- Woodbury Park RFP Packet.pdf

REQUEST FOR PROPOSALS

Completion of Baseball Dugouts

Woodbury Sports Complex

Release Date:

May 14, 2025

Contact Person:

Katie Carmody 970-826-2008 Ryan Dennison 970-826-2004

Deadline for Submissions

June 16, 2025, at 10:00 am (MST)

Submit Proposals Attention – Katie Carmody:

City of Craig

“Completion of Baseball Dugouts – Woodbury Sports Complex”

300 W. 4th Street

Craig, CO 81625

INTRODUCTION:

The City of Craig, located in Northwest Colorado, is seeking Request for Proposals (RFP) for a licensed contractor to complete work on six baseball dugouts at Woodbury Park, located at 2nd Street and Mack Lane. This 24-acre park is the largest park within the City of Craig’s Park system. It includes three baseball fields, multipurpose athletic fields and playground. The peak season for the park is mid-May through October as most recreational activities are played at this complex. It is anticipated work can begin at 7:00 am until 4:00 pm. Parks & Recreation programming starts mid-May with teams coming out to practice around 5:30 pm.

Due to the previous contractor’s performance, the project is incomplete, and the City of Craig is exploring two scenarios in order to move forward with the project. Due to the intricacies of the project, interested contractors need to understand the scenarios listed below.

Scenario 1: Surety Selects Contractor

• The City issues the RFP and collects all proposals.

• The City will submit proposals and related documentation to the surety.

• The surety company will evaluate proposals and make the final recommendation on contractor selection if they choose to move forward with a replacement.

• Contractors must be prepared to work under direction from the surety and meet any bonding or insurance requirements set forth by the surety.

• The surety assumes financial responsibility and oversight of the project without involvement from the

City of Craig.

Scenario 2: City of Craig Selects Contractor

• The City will independently select a new contractor based on submitted proposals.

• The City assumes financial responsibility and oversight of the project without involvement from the surety.

• This option is soley contingent on the surety final decision.

Task #1: Identify Needs

➢ The City of Craig is seeking a qualified licensed contractor to complete various tasks on individual dugouts and take them to completion including but not limited to.

• Modification of current CMU block walls

• Modification to steel upright posts and reposition

• Framing

• OSB or Plywood

• Fencing

• Roofing

• Siding

• Fascia and Soffit

• Cleaning CMU Block

➢ Contractor shall adhere to the construction documents provided by SGM, included in Exhibit A.

➢ This project is intended to provide safe, durable, and visually cohesive dugouts in accordance with City of Craig standards.

➢ The City of Craig is seeking a quality product. Any deviations from construction documents or scope are prohibited, unless authorized by the City of Craig or SGM.

Task #1: Deliverables

➢ Interested contractors must provide a separate line-item breakdown of costs per field dugout (e.g., Refer to site plan sequence. Foundation and framing plan. 1S2, United Way-East Dugout Foundation

Plan, 2S2, United Way-East Dugout Roof Framing Plan), including bonding and insurance into an overall amount.

➢ Contractors must submit a detailed schedule that includes taking the project to completion.

➢ Provide shop drawings.

➢ Coordinate inspections.

➢ Provide weekly schedule/progress reports.

➢ Maintain a clean, safe worksite throughout the duration of the project.

➢ Include milestones (estimated start, substantial and completion dates.)

Current Schedule Availability:

Monday – Friday: Work on dugouts can commence during morning hours until late afternoon. Players and coaches start arriving at or around 4:00 pm – 5:00 pm at the fields.

Saturday – Sunday: Baseball fields are typically available. The Parks & Recreation Department will communicate park schedules with the contractor.

PROPOSAL TIMELINE:

RFP Release Date: May 14, 2025 Deadline for Submission of Questions: May 30, 2025 Distribution of Answers to RFP Questions: June 6, 2025 Mandatory In Person Pre-Bid Meeting: 10:00 am, Wednesday June 4, 2025, at Woodbury Sports Complex, located on 2nd Street and Mack Lane RFP Due Date: Monday, June 16, 2025, at 10am (MST)

I. PROPOSAL FORMAT

To facilitate the review of qualifications, all proposals are required to adhere to the following requirements.

The City of Craig strongly encourages proposers to ensure that qualification submissions are succinct and clearly organized. The response must be written and organized in the order defined below. The submission should be complete so as not to be considered non-responsive.

A. Cover Letter. Provide a letter of introduction or cover page from an authorized representative.

B. Name, Title, and Contact Information. Include the name of the person or persons who will be authorized to make representations on behalf of the Respondent, with all contact information.

C. Company History. Provide business background/overview of products and services offered by your company.

D. Qualifications and Experience. Provide the qualifications of the Respondent and its specialized experience and technical competence that qualify to provide the services required. Provide the names and qualifications of outside Respondents and associates that will be employed to assist in the work to be performed under your proposal.

E. References. Provide a list of names, addresses and telephone numbers of at least three (public sector preferred) clients for which the Respondent has successfully completed similar projects to that required by this RFP within the past five years.

F. Selected Respondent. shall comply with all municipal and state code requirements.

II. SUBMITTAL

➢ Selection shall be based on, not only competitive pricing, but meeting the minimum response requirements as outlined in this RFP.

➢ Proposal may be delivered electronically or in hard copy via mail, courier, or in person in a sealed envelope clearly marked with “Completion of Baseball Dugouts-Woodbury Sports Complex”, on the outside of the envelope.

Katie Carmody - City Clerk

City of Craig

300 W. 4th Street

Craig, CO 81625 kcarmody@cityofcraig.org

➢ Questions and Inquiries: The City will not give verbal answers to inquiries regarding information in this

RFP, or verbal instructions prior to the submission deadline. A verbal statement regarding the same by any person shall be non-binding. The City is not liable for any increased costs resulting from the

Respondent accepting verbal directions. Any explanation desired by a Respondent must be requested of the City representative in writing not later than May 30, 2025, and if explanation is necessary, a reply shall be made in the form of an addendum, a copy of which shall be forwarded by June 6, 2025, by email to each Respondent.

III. SELECTION CRITERIA

Based upon the responses to the RFP, the City may interview any or all the Respondents without conducting interviews. The successful Respondent will be required to enter into a contract with the City, including insurance/indemnity requirements.

Please see Standard Insurance as set forth in Attachment A.

The selection process will focus on the following, but not limited to;

1. Include anticipated start and end dates for project and product availability.

2. Ability to provide responsive client services.

3. Clarity of proposal, completeness and inclusion of requested information.

4. Respondent capabilities & experience.

5. Reference checks.

6. Professional nature of firm.

7. Demonstrated municipal/county government experience.

8. Qualifications and experience of the firm and staff assigned to provide support.

9. Cost effectiveness and ability to meet schedule.

10. Demonstrate the firm’s ability to coordinate and cooperate with the City staff & liaisons.

11. Warranties, guarantees, or other assurance of quality, service customer satisfaction.

12. Demonstrated ability and prior experience of the firm and the personnel to be assigned to this type of project.

13. Clarity, creativity and thoroughness of the response.

14. Experience in construction management of similar type projects.

15. Experience in working with client on cost-saving In-Kind contributions.

16. Proven record of successful completion of similar projects.

All interested parties are encouraged to submit proposals as the award is not based solely on lowest cost proposal submitted. Total cost will be taken into consideration, but the solution and the Respondent’s capabilities, competence and capacity will be considered as well. The City reserves the right to choose the

Respondent whose proposal best meets the needs of the City. The City of Craig, and its designated representatives, shall be the sole judge of its own best interest, and the proposal most advantageous to the City.

The City’s decisions will be final.

IV. GENERAL TERMS AND CONDITIONS

Public Record: Proposer's attention is drawn to the fact that all proposal documents submitted are subject to disclosure under the Colorado Public Records Act. Information contained in the proposals may be made public after the review process has been completed, negotiations have concluded and a recommendation for award has been officially placed on the City Council agenda for consideration, and/or following award of contract, if any, by the City Council.

Additional Information: The City reserves the right to request additional information and/or clarification from any or all Proposers.

Proposal Acceptance and Rejection: The City reserves the right to reject any and all proposals and to waive any minor informalities or irregularities contained in any proposal. Acceptance of any proposal submitted pursuant to this RFP shall not constitute any implied intent to enter into a contract. The City reserves the right to call for new proposals, and to award the contract to other than the lowest cost proposal if deemed to be in the best interest of the City.

Right to Cancel and Amend: The City reserves the right to cancel, for any or no reason, in part or in its entirety, this RFP, including but not limited to: selection schedule, submittal date, and submittal requirements. If the City cancels or revises the RFP, all Proposers will be notified in writing.

Debarment: By submitting a proposal, the Proposer certifies that the company is not currently debarred from submitting proposals and/or bids for contracts issued by any City or political subdivision or agency of the State of Colorado, and that it is not an agent of a person or entity that is currently debarred from submitting proposals and/or bids for contracts issued by any City or political subdivision or agency of the State of Colorado

Limitation: The Request for Proposals (RFP) does not commit the City of Craig to award a contract, to pay any cost incurred in the preparation of the firm’s RFP response or to procure or contract for services or supplies. The

City reserves the right to accept or reject any or all RFP responses received as a result of this request, to negotiate with all qualified sources or to cancel all or part of this RFP. The City will not reimburse the respondents to this RFP for costs incurred in the preparation of their proposal or in any other aspect of their consideration of this engagement. A respondent may withdraw and resubmit a proposal prior to the submission deadline. No re-submissions will be allowed after the submission deadline.

Modification of Scope: The City reserves the right to modify the contents of this document up to 7 days prior to the opening of proposals.

Negotiations: The firm/entity selected may be required to participate in negotiations and to submit such revisions of their proposals as may result from negotiations. The City reserves the right to select a contract/service provider without discussion based upon the initial proposals.

Insurance: The Respondent shall maintain in full force and effect the insurance as outlined in Attachment A. The

City reserves the right to waive or modify such insurance coverage. However, Respondents and/or Respondents meeting the insurance requirements will receive greater consideration during the selection procedure. All insurance shall be evidenced by a Certificate of Insurance and endorsement acceptable to the City Attorney, prior to execution of a contract. The Respondent and/or Respondent shall state their ability to meet the City’s insurance requirements within their submittal.

Signature: The Respondent and/or Respondent’s RFP response shall provide the following information: name, title, address and telephone number of individuals with authority to bind the service provider and who may be contacted during the period of proposal evaluation.

Contract Requirements: Agreement by the City and Proposer will be in effect upon the City’s execution of this proposal along with any agreed upon changes.

Coordination of Work: All work schedules, actual work and payment request shall be coordinated through, inspected by and approved by City Administration prior to scheduling of project so that any interruption to the normal business operation is kept to a minimum.

Inspection: All material and reports shall be subject to inspection, examination and acceptance by the City and its Partners. The City shall have the right to reject defective information, analysis and workmanship or require its correction.

ATTACHMENT A

STANDARD INSURANCE REQUIREMENTS

In order to comply with the bonding and insurance requirements contained in your contract with the City of

Craig there are several things that we require. It is our intent to facilitate consideration of every project, so we are including here a summary checklist for your convenience.

All bonds and insurance requirements need to be complete and submitted prior to your contract being approved.

I. GENERAL

a. Send these requirement sheets to your insurance broker for immediate compliance.

b. NO CONTRACTS WILL BE APPROVED UNTIL ALL BONDS AND CERTIFICATES ARE IN ORDER.

c. New and renewal Certificates and endorsements must reference a specific job. "All Operations" certificates are not acceptable.

d. All contractors and subcontractors working on a project or jobsite must meet the same insurance requirements you do, prior to starting work on the project or site.

e. All insurance companies must have an AM Best rating of A: VII or better.

f. All insurance coverage, with the exception of Professional Liability coverage must be written on a full

"per occurrence" basis.

g. A 30-day cancellation notice is required and written or modified to a form that binds the insurer to provide it. For non-payment of premium, a 10-day notice is acceptable.

h. List the City of Craig as “Additionally Insured.”

i. Expiration dates are required on all certificates.

j. All Bonds and Certificates must have an original signature.

II. SPECIFIC COVERAGE (As Applicable)

A. BONDING

(Contracts over $50,000) Faithful Performance (Completion) Bond – (CONTRACT AMOUNT)

(Contracts over $50,000) Payment, Labor and Materials Bond – (CONTRACT AMOUNT)

B. GENERAL LIABILITY/AUTOMOBILE LIABILITY

GENERAL LIABILITY

($1,000,000) per occurrence ($2,000,000) general aggregate

AUTOMOBILE LIABILITY

($500,000) per accident

C. WORKERS' COMPENSATION AND EMPLOYER'S LIABILITY

Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance with limits of at least one million dollars ($1,000,000).

ATTACHMENT B

GENERAL CONTRACT TERMS AND CONDITIONS

1. Performance of Services/No Assignment. Time is of the essence in performance of the Services. Respondent represents to City that Respondent possesses, or will arrange to secure from others, all the necessary professional capabilities, experience, resources and facilities necessary to provide to City the services contemplated under this Agreement. Except as specifically authorized under this Agreement, the services to be provided under this Agreement shall not be assigned, transferred contracted or subcontracted out without the prior written approval of City.

2. Hold Harmless and Indemnification. To the fullest extent permitted by law, Respondent shall indemnify, defend and hold harmless City, its City Council, boards and commissions, officers, agents and employees

(collectively, the “Indemnified Parties) from and against any and all claims (including, without limitation, claims for bodily injury, death or damage to property), demands, obligations, damages, actions, causes of action, suits, losses, judgments, fines, penalties, liabilities, costs and expenses (including, without limitation, attorney’s fees, disbursements and court costs) of every kind and nature whatsoever, which may arise from or in any manner relate (directly or indirectly) to any work performed or services provided under this Agreement (including the negligent and/or willful acts, errors and/or omissions of Respondent, its principals, officers, agents, employees, Respondents, suppliers, Respondents, subcontractors, anyone employed directly or indirectly by any of them or for whose acts they may be liable or any or all of them).

Notwithstanding the foregoing, nothing herein shall be construed to require Respondent to indemnify the

Indemnified Parties from any Claim arising from the active negligence or willful misconduct of the Indemnified

Parties. Nothing in this indemnity shall be construed as authorizing any award of attorney’s fees in any action on or to enforce the terms of this Agreement. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by the Respondent.

In the event the City indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Respondent’s performance of this agreement, the Respondent shall provide a defense to the City indemnitees, or at the City’s option, reimburse the City indemnitees their costs of defense, including reasonable legal counsels’ fees, incurred in defense of such claims.

3. Independent Contractor. It is understood that City retains Respondent on an independent contractor basis and Respondent is not an agent or employee of City. The manner and means of conducting the work are under the control of Respondent, except to the extent they are limited by statute, rule or regulation and the expressed terms of this Agreement. Nothing in this Agreement shall be deemed to constitute approval for Respondent or any of Respondent’s employees or agents, to be the agents or employees of City. Respondent shall have the responsibility for and control over the means of performing the work, provided that Respondent is in compliance with the terms of this Agreement. Anything in this Agreement that may appear to give City the right to direct Respondent as to the details of performance or to exercise a measure of control over Respondent shall mean only that Respondent shall follow the desires of City with respect to the results of the services.

3.1 The Respondent shall at all times remain an independent contractor with respect to the services to be performed under this Agreement and shall be responsible for the payment of Federal and State Employer

Withholding Taxes, Unemployment Insurance Taxes, FICA Taxes, Retirement, Life and/or Medical Insurance, and Worker’s Compensation Insurance for the employees of the Respondent or any other person performing services under this Agreement. Respondent and its employees are not entitled to the rights or benefits afforded to City’s employees, including disability or unemployment insurance, workers' compensation, medical insurance, sick leave, or any other employment benefit. Respondent agrees to indemnify and hold

City harmless from any claims, costs, losses, fees, penalties, interest, or damages suffered by City as a result of any claim by any person or entity contrary to the provisions of this Section.

4. Insurance. Unless otherwise agreed, without limiting Respondent’s indemnification of City, and prior to commencement of work, Respondent shall obtain, provide and maintain at its own expense during the term of this Agreement, a policy or policies of liability insurance of the type and amounts described below and in a form satisfactory to City.

A. Certificates of Insurance. Respondent shall provide certificates of insurance with original endorsements to

City as evidence of the insurance coverage required herein. Current certification of insurance shall be kept on file with City at all times during the term of this Agreement.

B. Acceptable Insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance in the State of Colorado, with an assigned policyholders’ Rating of A (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved.

5. Delay Damages. Time is of the essence with respect to the deadline to complete the work under this agreement. In the event that the project is not completed in full by October 31, 2025, then the City of Craig shall be entitled to claim delay damages. The amount of delay damages will be liquidated in the amount of

$500.00 per day.

6. Payment. Payments shall be made monthly upon receipt of invoices. Invoices shall detail scope completed.

The amount of retainage to be held by the city for all projects in excess of ten thousand dollars ($10,000.00) shall be five percent (5%) of the contract amount. The retainage amount shall be paid only upon successful completion of the contract.

7. Final Settlement. The notice of Final Settlement will be posted once a final inspection is completed without any deficiencies and satisfactory to the City of Craig. Posting will occur twice and if there are no challenges, payment can be released 30 days from the first publication date.

8. Change Order Requests and Approval.

Either party may initiate a change. The Contractor shall promptly submit a written Change Order Request to the

Owner’s Representative whenever a change in the Work is necessary or requested. The Request must clearly identify the proposed change and its origin (drawing/spec reference or Owner directive). It must include a complete description of the changed work, an itemized breakdown of all cost impacts (labor, materials, equipment, subcontractor costs, overhead, profit, etc.), and any anticipated effect on the project schedule. The

Owner will review and negotiate the Request. Once scope, price and time are agreed, the Owner will issue a formal Change Order in writing. No changed work shall be started or paid for until a Change Order is executed by the Owner’s authorized representative (and the Contractor where applicable). Work performed without a signed Change Order is at the Contractor’s risk and will not be compensated.

A. Documentation Requirements.

Each Change Order Request (and the resulting Change Order) must be fully documented. Include the origin and rationale for the change, specific references to affected drawings/specifications, and a clear statement of how the Work is altered. Provide an itemized quantity and cost breakdown for all added or deleted work, using contract unit prices or documented cost estimates (with overhead and profit, if allowed). Clearly state any proposed extension (or reduction) of the Contract Time required to accommodate the change. The Change

Order itself shall restate these details and explicitly show the net increase or decrease in the Contract Sum and any adjustment to the Contract Completion Date.

B. Cost and Schedule Impacts.

An approved Change Order will specify the adjustment to the Contract Sum and to the Contract Time. The

Contract Sum will increase or decrease only by the amounts shown in the Change Order. Compensation for additional work shall be calculated in accordance with the contract’s unit prices/rates (plus any agreed markups) or by a mutually agreed lump-sum. The Owner will grant a time extension to the Contract Time for delays directly caused by approved changes. No extra compensation or time will be allowed beyond what is documented in the executed Change Order.

C. Written Authorization Only (No Verbal Changes).

Verbal instructions, email directions, or informal understandings will not constitute a change to the Contract. As one standard clause provides: “No verbal statement of any person shall modify or otherwise change the terms, conditions or specifications. Change orders to the contract will be made in writing and shall not be effective unless signed by an authorized representative of the Owner.” In other words, only a signed written Change

Order binds the parties.

D. Binding Effect.

Once fully executed, a Change Order amends the Contract and becomes part of the Contract Documents. All original terms and conditions of the Contract remain in full force except as explicitly modified by the Change

Order. The Change Order process described here is the exclusive method to authorize any change; any purported amendment not conforming to this process is void.

CONTRACT AGREEMENT

SIGNATURES:

Respondent Signature Date

City of Craig / City Clerk Signature Date

City of Craig / City Manager Signature Date