Construction Inspection and Testing RFQ.pdf

Request for Qualifications

On-Call Construction Observation, Inspection and Materials Testing

For Citywide Projects (Indefinite Delivery Contracts)

Bid No. 2025-040

Issue date:

April 23, 2025

Issued for Advertisement Page 2 of 12 April 22, 2025

REQUEST FOR QUALIFICATIONS

The City of Loveland (City) is requesting Request of Qualifications (RFQ) from construction inspection and material testing engineering firms to provide construction inspection and materials testing services for City projects pursuant to Bid #2025-040The City intends to pre-qualify a short list of firms who offer construction inspection and materials testing services as outlined in this RFQ as needed for a period up to five (5) years, renewed annually, utilizing an indefinite delivery contract. Proposers are encouraged to focus on their team’s (prime and subconsultant’s) strengths.

RFQ’s will be received electronically at bids@cityofloveland.org on or before 5:00 p.m. Mountain Time (MT) Thursday, May 15, 2025. RFQ’s are to be clearly marked with the project name, consultant name, bid number, and date. The submitting firm’s name will be read aloud to confirm receipt on the above referenced date and time via a Teams teleconference.

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RFQ’s not received by the deadline set forth above at bids@cityofloveland.org, as determined by the City’s internal email system will not be considered. RFQ’s sent to other email addresses will not be considered.

The City is not responsible for delays occasioned by the City’s email system, internet connections, or power outages. Please allow at least five (5) minutes before time due for internal server processing. Emails cannot exceed 25MB.

RFQ’s and associated reference documents are available online at https://www.bidnetdirect.com/colorado Consultants must be registered with BidNet-DIRECT to download RFQ documents. You may register for the search only feature for free. If you need assistance with registration, call 800-835-4603.

Questions should be directed to Keith Wakefield at keith.wakefield@cityofloveland.org before 5:00 p.m.

MT, Monday, May 6, 2025

RFQ’s will be evaluated on the qualification criteria outlined within this RFQ document. The City intends to short list multiple firms.

The City of Loveland is committed to providing an equal opportunity for services, programs and activities and does not discriminate on the basis of disability, race, age, color, national origin, religion, sexual orientation or gender. For more information on non-discrimination or for translation assistance, please contact the City’s Title VI Coordinator at TitleSix@cityofloveland.org or 970-962- 2372. The City will make reasonable accommodations for citizens in accordance with the Americans with Disabilities Act (ADA). For more information on ADA or accommodations, please contact the City’s ADA Coordinator at jason.smitherman@cityofloveland.org or 970-962-3319.

“La Ciudad de Loveland está comprometida a proporcionar igualdad de oportunidades para los servicios, programas y actividades y no discriminar en base a discapacidad, raza, edad, color, origen nacional, religión, orientación sexual o género. Para más información sobre la no discriminación o para asistencia en traducción, favor contacte al Coordinador Título VI de la Ciudad al TitleSix@cityofloveland.org o al 970- 962-2372. La Ciudad realizará las acomodaciones razonables para los ciudadanos de acuerdo con la Ley de Discapacidades para Americanos (ADA). Para más información sobre ADA o acomodaciones, favor contacte al Coordinador de ADA de la Ciudad en jason.smitherman@cityofloveland.org o al 970-962-3319.”

mailto:bids@cityofloveland.org https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_NGYxNzA4MTAtMzg0OS00YTJhLWFlMWUtYjM0MjAzZTgxNzNk%40thread.v2/0?context=%7b%22Tid%22%3a%220bdb4f0e-d5fe-43d3-bf92-6f1e4cb85e6f%22%2c%22Oid%22%3a%226b7b56b7-a971-463f-b049-1dd7268cf26d%22%7d mailto:bids@cityofloveland.org https://www.bidnetdirect.com/colorado mailto:john.faulkner@cityofloveland.org mailto:TitleSix@cityofloveland.org tel:970-962-2372 tel:970-962-2372 mailto:jason.smitherman@cityofloveland.org tel:970-962-3319 mailto:TitleSix@cityofloveland.org mailto:jason.smitherman@cityofloveland.org

Issued for Advertisement Page 3 of 12

COLORADO OPEN RECORDS ACT NOTIFICATION

The City of Loveland is subject to section 24-72-201 et seq. of the Colorado Revised Statutes, the Colorado Open Records Act. If a Consultant objects to the disclosure of any confidential or privileged information as such is defined in the Colorado Open Records Act, any such pages must be marked confidential and submitted as outlined below in the Submittal Instructions. If a Consultant fails to mark the documents confidential and fails to include the explanation, any objection to the release of any information will be deemed waived by the City.

Please note, objections will be considered but are not binding on the City. The City is required to make a determination under the Colorado Open Records Act and may only withhold documents that are confidential under the law. If the City releases documents marked as confidential in compliance with the Colorado Open Records Act, the proposer waives any claims for liability or damages and shall hold the City harmless from any claims arising therefrom.

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TABLE OF CONTENTS

Contents

I. INTRODUCTION

II. BACKGROUND

III. PURPOSE

IV. SCOPE OF SERVICES

V. SUBMITTAL REQUIREMENTS

VI. QUALIFICATION STATEMENT CONTENTS

VII. FEES

VIII. RFQ SCORING

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I. INTRODUCTION

The City is seeking qualified construction observation and materials testing firms to provide construction management, inspection and material testing services for the City’s Projects. These services include, but are not limited to construction observation and inspection, construction documentation, and materials testing.

II. BACKGROUND

Below is a general list of construction items that may be included in the scope of work assigned to awarded Consultants. This is not meant to be a full list of projects that may be included in the work orders that would be issued.

The City currently has small, medium, and large-scale infrastructure projects to improve safety, decrease congestion, promote accessibility, improve water quality, and maintain current assets. Projects include earthwork, paving, concrete, storm sewer, sanitary sewer, lift stations, powerline, waterline work and facility maintenance.

III. PURPOSE

The City intends to pre-qualify a short list of construction management and/or material testing firms (“Consultants”) to assist the City with varying levels of inspection and materials testing. The City will issue an indefinite delivery contract to those selected Consultants, renewed annually, for a period not-to-exceed five (5) years. As part of the indefinite delivery process, the City will issue individual project work orders to the selected Consultant for the scope of services, which shall not exceed One Million Dollars ($1,000,000.00) per project. There will be no guarantee of the dollar value or number of work orders proposed or accepted each year by the City, nor will there be a guaranteed number of work orders assigned to any of the short listed firms.

IV. SCOPE OF SERVICES

The scope of services outlined below is not considered to be a complete list of services nor is it to be the basis of every construction management work order assigned to the Consultant. The services required will be project-specific and some of these services may not be needed or the desired scope could include all of these services including additional items not outlined below. Some projects may require a separate construction manager, inspector and materials tester and others projects will require some of the roles to be filled by the same individual.

Construction Inspector

The Consultant Inspector shall be responsible for monitoring and inspecting the construction for compliance to all Larimer County Urban Area Street Standards (LCUASS), City of Loveland, CDOT and Federal standards (as they are applicable for the project). The inspector shall have a minimum of 5 - years of relevant experience in roadway and utility construction, including waterline inspection.

This inspector will be required to perform roadway, structure, utility, environmental, traffic, landscaping, and other inspections as directed by City of Loveland.

The Consultant shall provide the Consultant Inspector with the following that will be included in the rate provided herein:

1. A suitable vehicle equipped with programmable LED light bars (Large flashing amber beacon arrays) that shall be visible a minimum of five hundred (500) feet in normal sunlight.

2. Newer “smart” cellular phone, able to run new apps such as Survey123.

3. A computer with networking capability sufficient for accessing internet email through a project-supplied internet-service provider. Each computer shall be loaded with MS Office software (current

Issued for Advertisement Page 6 of 12 version), including MS Word and MS Excel at a minimum. Computers shall be capable of running current CDOT software, including Asphalt ’03, Voids ’03, Site Manager, etc.

4. Miscellaneous equipment (calculator, camera, office supplies, safety equipment, etc.) required to perform the work (ASTM Certified Work Boots, ANSI Certified Hardhat (Z89.1 stamp and be High Visibility), Safety Glasses (Z87 stamp on the glasses/goggles) and Approved Safety Vest. (Meeting or exceeding ISEA for Class 3), including all applicable manuals.

Documentation the Consultant Inspector shall maintain a daily diary (CDOT Form 103) for each day the Consultant Inspector performs work on the project. The contents of the diary shall be brief and accurate statements of progress and conditions encountered during the prosecution of the work, and sketches as needed for clarification and documentation. Editorial comments are not to be incorporated in the diaries or on any written correspondence applicable to the project. A copy of the daily diary shall be available to the City of Loveland Project Engineer at the end of each workday. The Consultant Inspector shall measure quantities in the field and provide measurements to the City of Loveland Project Engineer. Measured quantities must be documented on CDOT Form 266.

The Construction Inspector’s shall have the following qualifications Certification if working on a CDOT right of way or a federal aid project:

CDOT Basic Highway Math CDOT Basic Construction Surveying CDOT Basic Highway Plan Reading

Materials Testing

The materials tester will be required to perform and document field and laboratory tests on construction materials incorporated into the construction. These testers shall be certified and have experienced in testing and documentation of concrete, hot mix asphalt (HMA), soils, Certifications of Compliance (COCs), and Buy America documentation.

The Consultant Materials Testing Technicians (MTT) shall sample, test, and document all construction materials incorporated into the project. This includes materials delivered to the project that are listed in the Summary of Approximate Quantities or referred to in the Plans and Specifications. The number of tests required shall be in accordance with the Schedule in the CDOT Field Materials Manual or LCUASS standards. Additional quantities may be added by Contract Modification Order or plan approximate quantities may be increased or decreased. The MTT will set-up and maintain all materials books (electronic format). The Consultant MTTs shall monitor the testing schedule. Any deficiencies of testing frequencies, lack of COC’s, CTR, and etc. shall be discussed with the City of Loveland Project Engineer. The MTT shall document and transport samples of any and all materials to the Consultant’s AASHTO certified laboratory, CDOT Region or Central Laboratory that are required to be tested. In addition to the tasks identified in Consultant Materials Testing Technician Requirements, the MTTs shall assist the City of Loveland Project Engineer in performance of construction inspection activities and other project-related activities, as directed, when they are not required to perform the MTT related activities. Inspection responsibilities may include but are not limited to those identified in the Consultant Inspector Requirements above.

The Consultant shall furnish the Consultant Materials Testing Technician with the following included in the rate provided herein:

1. A suitable vehicle equipped with programmable LED light bars (Large flashing amber beacon arrays) that shall be visible a minimum of five hundred (500) feet in normal sunlight.

2. Newer “smart” cellular phone, able to run new apps such as Survey123.

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3. A computer with networking capability sufficient for accessing internet email through a project-supplied internet-service provider. This computer shall be loaded with MS Office software (2003 version or later), including MS Word and MS Excel at a minimum.

4. This computer shall be capable of running current CDOT software, including SiteManger/LIMS.

CAR Asphalt and Concrete Quality Level Reports, Site Manager, ATSER (when implemented), etc.

This computer shall be connected or networked to the Consultant-supplied main project printer/scanner described above or shall be provided with a separate stand-alone printer.

5. Miscellaneous equipment (calculator, camera, office supplies, safety equipment, etc.) required to perform the work (ASTM Certified Work Boots, ANSI Certified Hardhat (Z89.1 stamp and be High Visibility), Safety Glasses (Z87 stamp on the glasses/goggles) and Approved Safety Vest. (Meeting or exceeding ISEA for Class 3) including all applicable manuals.

6. Consultant AASHTO certified laboratory to use for material test. No field lab will be provided.

7. The following equipment shall be furnished along with the MTTs for each project in sufficient quantity and in good working order (with current calibration) to ensure accurate performance of all work required in a timely manner. Such equipment and supplies shall remain the property of the Consultant.

1. Nuclear Asphalt Content and Moisture/Density Gauge;

2. Concrete air meter, slump cone, thermometers, and other concrete testing equipment;

3. Sieves for aggregates and soil gradations;

4. Electronic scales;

5. Small tools;

6. Proctor equipment for soil curves and one point tests;

7. Atterburg and Sand Equivalent equipment;

8. Sample hauling containers, and drying containers, and equipment;

9. Concrete cylinder molds which meet AASHTO requirements;

10. Miscellaneous equipment for performing the required soils, asphalt and concrete tests.

The MTTs shall be thoroughly familiar with LCUASS material testing requirements, CDOT specification, manuals, forms, and documentation requirements.

The MTTs shall have the following qualifications:

(a) One of the following:

(i) A degree in Engineering or related Science(s) from a four-year curriculum school

(ii) National Institute for Certification in Engineering Technology (NICET) Level II

Certification in Construction Materials Testing and Inspection for the types of work being performed, e.g. aggregates, asphalt, concrete, and soils

(iii) Five (5) years of field testing experience with CDOT construction projects.

b) The MTT performing concrete tests shall be certified by The American Concrete Institute (ACI).

c) The MTT performing hot bituminous pavement tests shall be Level II, A&B certified by The Colorado

Asphalt Technician Certification Program (LabCAT).

d) WAQTC, Soils Certification

A copy of work experience and proof of Certification, Degree, and/or License shall be provided to the City of Loveland Project Engineer before work begins. Personnel provided by the Consultant who do not meet all of the specified requirements, or who fail to perform their work in an acceptable manner, shall be removed

Issued for Advertisement Page 8 of 12 from the project when determined and directed by the City of Loveland Project Engineer. Documentation the MTT shall maintain a daily diary (CDOT Form 103) for each day the MTT performs work on the project.

The contents of the diary shall be brief and accurate statements of progress and conditions encountered during the prosecution of the work, and sketches as needed for clarification and documentation. Editorial comments are not to be incorporated in the diaries or on any written correspondence applicable to the project. A copy of the daily diary shall be available to the City of Loveland Project Engineer at the end of each workday.

V. SUBMITTAL REQUIREMENTS

a) All submittals shall comply with the requirements, conditions, and specifications contained within this

RFQ. Failure to do so may result in rejection of the submission.

b) All RFQs must be complete, comprehensive, and professional, but it is not necessary to include expensive displays or excessive materials.

c) All costs incurred to prepare and submit the RFQ shall be the firm’s responsibility and will not be reimbursed by the City.

d) In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFQ, revisions/amendments and/or supplements will be posted at http://www.bidnetdirect.com/colorado. The schedule below lists the deadline for submission of questions and the expected date of responses from the City. It shall be the responsibility of the proposers to monitor http://www.bidnetdirect.com/colorado for any such postings.

e) Pursuant to the Colorado Open Records Act, C.R.S. §§ 24-72-201 et seq. (“Act”), all information contained in any RFQ, bid, or proposal is subject to public disclosure unless it meets one of the exceptions set forth in the Act. To avoid disclosure of trade secrets, privileged information, or confidential commercial, financial, geological, or geophysical data (“Confidential Information”), the firm must clearly mark all Confidential Information as such and provide a written, detailed justification with its proposal of the protected nature of the Confidential Information under Colorado law. Please note, objections will be considered but are not binding on the City. The firm acknowledges that the City is bound by the terms of the Act, and understands that the City, in its sole discretion, must make a final determination regarding disclosures in compliance with the Act and may only withhold documents that are confidential under the law.

If Consultant fails to mark the documents confidential or fails to include the explanation, any objection to the release of any information will be deemed waived. By submitting a proposal, the Consultant agrees to hold the City harmless from any claim arising from the release of Confidential Information not clearly marked as such or lacking written, detailed justification supported by Colorado law.

If the City releases documents marked as confidential in compliance with the Act, the firm waives any claims for liability or damages.

For documents marked confidential that the City has withheld in compliance with the Act for which the City has received a fourteen (14) day notice of intent to file with the district court from the requestor, due to the firm’s superior knowledge as to the nature of the confidential information, firm may participate in the meeting with the requestor required by Section 24-72-204(5)(a) of the Act and intervene as an interested party in any court action to defend the City and advocate for the withholding of firm’s own confidential information on its own behalf and at its own expense. If firm fails to participate in such meeting and fails to intervene as an interested party, firm waives any claim of confidentiality, the City may release the requested documents, and Consultant waives any claims for liability or damages for the City’s release of the documents.

http://www.bidnetdirect.com/colorado http://www.bidnetdirect.com/colorado

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f) Consultants shall be required to demonstrate that information technology and content provided to the City of Loveland conforms to or addresses each of the World Wide Web Consortium's Web Content Accessibility Guidelines (WCAG) 2.1, Level AA success criteria wherever demonstrating such performance is practicable. Vendors may do so by providing any of the following:

An independent third-party evaluation from an accessibility consultant.

A Voluntary Product Accessibility Template (VPAT). If a VPAT is used, it must use the VPAT 2.1 template, which is based on WCAG 2.1 Level AA. The VPAT 2.1 template is available from the Information Technology Industry Council at http://www.itic.org/policy/accessibility.

A formal company document that provides for a complete assessment that outlines the conformance of the proposed solution with the WCAG 2.1 Level AA guidelines, which is approved and accepted by the City.

g) The City shall select the firm(s) that is most advantageous to the City, as determined by the City in its sole discretion. The City reserves the right to reject any or all submissions and waive any informalities therein and to accept or reject any portion of the proposal if deemed to be in the best interest of the City to do so.

h) The selected firm(s) will be required to execute an Indefinite Delivery Contract with the City as provided as an attachment to this RFQ. If you cannot accept the Contract language as is, please include within your submission the items you cannot accept and the language you propose for substitution and the City will review for acceptability. If Consultant does not include any exceptions to the Contract, Consultant waives all exceptions and the proposal will be considered to have accepted the Contract as written. All Contracts and work orders will be on a not-to-exceed total price.

i) Firms shall not contact anyone other than Keith Wakefield regarding the RFQ during the solicitation and selection process. Firms who communicate with other City staff members or elected officials regarding the RFQ during the solicitation and selection shall automatically be disqualified from consideration.

j) The City has no obligation to award any work to a selected firm and makes no guarantees as to the amount of work that may or may not be awarded or actually performed.

Each submission shall stipulate that it is predicated upon the terms and conditions of this RFQ, the Contract, and any supplements, addendums or revisions thereof.

k) All RFQ’s must be received at bids@cityofloveland.org before the date and time specified in the notice page above. The electronic date and time on the email will determine if the proposal was received before the prescribed time. Please put the name of the RFQ in the subject line of the email and name the attached proposal: Name of RFQ-company name. Any RFQ arriving after the deadline will not be considered. Responsibility for timely submittal and routing of submission prior to recording lies solely with the firm. Please be aware that the City internal email server scans all emails with attachments and delays the receipt of those emails by up to five (5) minutes so plan your time of submittal accordingly.

Email cannot exceed 25 MB including all graphics in your signature line, email contents, and attached documents.

l) RFQ submittals shall be clear, accurate, and comprehensive. Submittals shall be limited to 12 pages maximum (including the cover letter and resumes). Excluded from the count are covers, table of contents, tabs, blank pages used for separation. No supplemental pages, appendices, etc. shall be included. Minimum font size shall be 11 point.

http://www.itic.org/policy/accessibility mailto:bids@cityofloveland.org

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VI. QUALIFICATION STATEMENT CONTENTS

1. Qualification Statement Contents (12 Pages Maximum)

a. Cover Letter

i. The cover letter should include the following:

1. Introduction of firm

2. Address

3. Phone number

4. Include the name, signature, and contact information of an authorized binding official who can answer questions regarding the firm’s proposal.

b. Firm History and Background

i. Include a brief history of the company and provide any background information that may be relevant to the Construction inspection and materials testing work the City performs.

c. Project Team Qualifications

i. Provide an organizational chart of the proposed project team with roles identified. List all key personnel and provide brief summaries of similar experiences.

ii. Provide detailed resumes of individuals proposed to fill key positions

iii. Describe other indefinite delivery type contracts similar in scope, size, or discipline to the required services described herein, current, performed, or undertaken within the past five years.

d. Laboratory Information

i. Provide information about the location of the nearest laboratory (relative to Loveland) including the tests available that may fit the need of the City of Loveland.

ii. Key staff members in this laboratory and their respective certifications.

VII. FEES

Provide your firm’s hourly rates for each anticipated team member, and principals. Individual test rate sheet. Reimbursable direct costs should be identified as well with rates and any mark-up on any sub-contractors that may be used.

VIII. RFQ SCORING

Consultants will be evaluated on the following qualification criteria. This criteria will be the basis for review of the written proposals. The City plans to make a selection based on the submitted RFQ’s but reserves the right to conduct shortlist interviews for the top-ranked firms if necessary. The City shall select the proposal(s) that is/are most advantageous to the City, as determined by the City in its sole discretion. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and a 5 being an outstanding rating. Weighting factors for the criteria are listed adjacent to the qualification.

Weighting Factor Qualification Standard

3.0 Scope of Proposal

The proposal shows an understanding of the RFQ and methodology used to perform construction inspection and materials testing work for CIP projects within the City.

3.0 Assigned Project Team The proposed project team meets the level of skills and experience necessary to fulfill the requirements set forth in the RFQ.

2.0 Motivation/Overall SOQ Content

The proposer interest in the City’s CIP program and commitment to the successful completion of a project. The RFQ content is clear, concise, Issued for Advertisement Page 11 of 12 and relevant.

3.0 Firm Experience

The proposer’s construction inspection and materials testing experience on relevant projects, technical expertise, team qualifications, understanding of project needs and company stability.

The proposer’s experience with the City.

2.0 Proposer Capability The proposer shows the available manpower, and understands the flexibility and scalability needs for this RFQ.

2.0 Cost The reflection of industry standards of the proposer’s rates and cost factors presented in the proposal.

75 Total Points Available

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ATTACHMENTS:

City Services Contract