For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/cavecreekaz

Town of Cave Creek, AZ

REQUEST FOR PROPOSAL

2027-04

EAST-WEST TRAIL CONNECTION

PROPOSALS SHALL BE SUBMITTED TO:

https://procurement.opengov.com/portal/cavecreekaz/projects/293501

PROPOSALS DUE: September 15, 2026, 3:00 pm

Please refer to the project timeline in this document for all important deadlines.

Request For Proposal #2027-04 Title: East-West Trail Connection

Table Of Contents

1. INTRODUCTION

2. PROPOSAL PROCEDURES

3. INFORMATION REQUESTED

4. EVALUATION AND AWARD CRITERIA

5. PRICING

6. VENDOR FORMS

Attachments:

A - EXHIBIT A Scope of Work East-West Trail Connection

B - Exhibit B - Sample Construction Contract - East-West Trail Connection

C - EXHIBIT C – PROJECT LOCATION, TRAIL EASEMENT & DESIGN STANDARDS

1. INTRODUCTION

The Town of Cave Creek (the “Town”) is seeking proposals from qualified trail design-build contractors for the East-West Trail Connection, a new non-motorized trail located within the Town’s dedicated trail easement. The project includes final trail alignment development and construction of approximately 2,637 linear feet of compacted native-surface trail, with a minimum width of four (4) feet.

The Town intends to select a qualified contractor based on best overall value, considering relevant trail design and construction experience, qualifications, project approach, schedule, past performance, familiarity with the Town, and cost. The selected Contractor will work collaboratively with the Town to finalize the trail alignment and construct a safe, sustainable, durable, and low-maintenance trail consistent with the Town’s applicable trail standards.

1.1. Background

The East-West Trail Connection will begin at the north end of Old Stage Road, also known as the

52nd Street alignment, and will be located entirely on APN 211-01-005X, generally along the eastern and northern boundaries of the property, as identified in the solicitation exhibits.

The proposed trail is classified as a Neighborhood Connector Trail and shall comply with the Town of Cave Creek’s Technical Design Guidelines – Number 5, Trails, including the applicable Trail

Classification Standards.

The Town seeks an experienced trail contractor capable of applying professional trail design and construction expertise to the project while considering existing terrain, drainage, erosion, native vegetation, long-term maintainability, and compatibility with the Town’s existing trail network.

2. PROPOSAL PROCEDURES

2.1. SCHEDULE OF PROPOSAL

PROPOSAL RELEASE DATE: August 13, 2026

PRE-PROPOSAL MEETING (Non-

Mandatory):

August 27, 2026, 8:00am

Agenda

Town of Cave Creek Office at 37622 N.

Cave Creek Rd. Cave Creek, AZ 85331

QUESTION SUBMISSION DEADLINE: September 1, 2026, 1:00pm

PROPOSALS DUE: September 15, 2026, 3:00pm

INTENT TO AWARD (Non-Mandatory): October 6, 2026

Town of Cave Creek Town Hall 37622 N

Cave Creek Road, Cave Creek, Arizona

85331

The expected project timeline for this engagement is approximately 4 – 6 weeks, starting perhaps as early as October 15th, 2026, with a project completion date to be no later than December 30th, 2026, to coincide with the Town of Cave Creek’s 26/27 fiscal year budget.

2.2. PREPARATION OF PROPOSAL

Each proposal should be prepared simply and economically avoiding the use of elaborate promotional materials beyond what is sufficient to provide a complete, accurate, and reliable presentation. For ease of review, the proposals should follow the outline in Section III of this Request for Proposal (RFP).

2.3. SUBMISSION OF PROPOSALS

The Town will accept sealed proposals until 3:00 pm on Tuesday, September 15, 2026.

It is the responsibility of all Proposers to examine this RFP carefully, understand the terms and conditions for providing the services listed and seek clarification in writing, of any item or requirement that may not be clear and respond completely. FAILURE TO COMPLETE AND PROVIDE ANY OF

THESE PROPOSAL REQUIREMENTS MAY RESULT IN THE PROPOSER’S PROPOSAL BEING

DEEMED NON-RESPONSIVE AND THEREFORE DISQUALIFIED FROM CONSIDERATION. The https://government-project.s3.amazonaws.com/293501/a1622da9-ec20-4751-ba7c-676a33fab998_Site_Visit_Agenda.pdf

Town is under no obligation to return proposals. Any unauthorized contact with any other official or employee in connection with this RFP is prohibited and shall be cause for disqualification of the

Proposer.

2.4. PUBLIC RECORD

All proposals shall become the property of the Town and shall become a matter of public record available for review, subsequent to the award notification. Submission of information by the Proposer shall not be released by the Town during the proposal evaluation process or prior to contract award

If a Proposer believes that the proposal contains information that should be withheld, a statement advising the Town of this fact shall accompany the submission and the information shall be identified. The information identified as confidential shall not be disclosed until the Town makes a written determination. The Town shall review the statement and information and shall determine in writing whether the information shall be withheld. If the Town determines to disclose the information, the Town shall inform the Proposer in writing of such determination prior to disclosure.

2.5. INQUIRIES

All questions related to this RFP shall be directed to Cherie R. White, Finance Director. All questions must be submitted in writing via email to cwhite@cavecreekaz.gov or facsimile transmission to (480)

488‐2263 by Wednesday, May 7, 2025. The Town shall not be responsible for any Proposers adjusting their proposal based on any oral instructions made by employees of the Town regarding the

RFP. All changes to the RFP shall be in the form of a written addendum, which shall be furnished to all Proposers who are listed with the Town as having received the original RFP. The Town will not respond to any requests for information pertaining to RFP specifications received less than four working days (Monday‐Thursday) prior to the Proposal Due date.

2.6. EFFECTIVE PERIOD OF PROPOSALS

All proposals must state the period for which the proposal shall remain in effect (i.e., how much time does the Town have to accept or reject the proposal under the terms proposed). Such period shall not be less than ninety (90) days from the proposal date.

2.7. RESERVATIONS

The Town reserves the right to:

• Reject any or all proposals received in response to this RFP

• Request clarification from any Proposer on any or all aspects of its proposal

• Waive any minor defects in the proposal

• Cancel and/or reissue this RFP at any time

• Retain all proposals submitted in response to this RFP

• Invite some, all, or none of the Proposers for interviews and further discussion

2.8. AWARD OF CONTRACT

The Town reserves the right to award by items, groups of items, or as a whole, whichever is deemed most advantageous to the Town.

The selected Proposer shall be required to enter into a written contract with the Town for professional audit services in a form approved by legal counsel for the Town. This RFP and the proposal, or any part thereof, may be incorporated into and made a part of the final contract. The Town reserves the right to negotiate the terms and conditions of the contract with the selected Proposer.

2.9. CONTRACT TERM

It is the intent of the Town to award the contract for an initial The Contract term shall commence upon issuance of the Notice to Proceed and continue through final project completion and acceptance by the Town. period with the option to renew for tNo renewal options. at the sole discretion of the Town.

The Proposers are asked to agree to fixed contract fees for at least the first N/A – Proposers shall provide firm, fixed pricing for the complete Design-Build project as specified in the Cost Proposal..

2.10. CANCELLATION

Any contract awarded pursuant to this RFP will provide that if the services to be performed under the contract by the Contractor are not performed in an acceptable manner to the Town, the Town may cancel the contract by providing written notice to the Contractor, giving at least thirty (30) days’ notice of the proposed cancellation and the reasons for same. During that time period, the Contractor may seek to bring the performance of services hereunder to a level that is acceptable to the Town, and the

Town may rescind the cancellation if such action is in Town’s best interest. Notwithstanding the above provisions, the Town may, upon the expiration of thirty (30) days written notice to the

Contractor, terminate the agreement at will. Payment for services or goods received prior to termination shall be made by the Town provided those goods or services were provided in a manner acceptable to the Town. Payment for those goods and services shall not be unreasonably withheld.

2.11. USE OF SUBCONTRACTORS

The intent to use subcontractors to perform any portion of the work described in this request for proposal must be clearly stated in the Proposer’s response. The Proposer’s response must include a description of what portion(s) of the work will be subcontracted out, and the names and addresses of potential subcontractors

2.12. INSURANCE REQUIREMENTS

The successful Proposer shall procure and maintain all insurance required by Exhibit B – Town of

Cave Creek Construction Contract. Evidence of the required insurance shall be provided following award and prior to commencement of Work, in a form acceptable to the Town.

2.13. ASSIGNMENT OF CONTRACT

Any contract awarded pursuant to this RFP will provide that the Proposer shall not assign or subcontract any portion of the contract without the express written consent of the Town. Any purported assignment or subcontract in violation hereof shall be void. It is expressly acknowledged that the Town shall never be required or obligated to consent to any request for assignment or subcontract, and further, that such refusal to consent can be for any or no reason, fully within the sole discretion of the Town.

2.14. ABILITY TO MEET OBLIGATIONS

By submitting a proposal, the Proposer affirms that there are no actions, suits or proceedings of any kind pending against the Proposer or, to the knowledge of the Proposer, threatened against the

Proposer before or by any court, governmental body or agency, or other tribunal or authority which would, if adversely determined, have a materially adverse effect on the authority or ability of the

Proposer to perform its obligations under the contract to be awarded pursuant to this RFP, or which question the legality, validity or enforceability hereof or thereof.

2.15. UNDUE INFLUENCE

By submitting a proposal, the Proposer declares and warrants that no undue influence or pressure is or has been used against or in concert with any officer or employee of the Town in connection with award or terms of the Contract that will be executed as a result of this RFP, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the

Town will receive compensation, directly or indirectly, from the Proposer, or from any officer, employee, or agent of the Proposer, in connection with award of the contract or any work to be conducted as a result of this RFP. Violation of this section shall be a material breach of the Contract to be issued pursuant to this RFP entitling the Town to any and all remedies by law or in equity.

2.16. NONDISCRIMINATION

The Town maintains various policies related to contractual service providers. Among these is an anti‐ discrimination policy, which requires that our contractors not discriminate in hiring on the basis of gender, race, religion, sexual orientation, or medical condition. Any contract awarded will contain language similar to the following:

CONTRACTOR, its agents, employees, and subcontractors shall not discriminate in any employment policy or practice. “Discrimination” means to exclude individuals from an opportunity or participation in any activity or to accord different or unequal treatment in the context of a similar situation to similarly situated individuals because of race, color, gender, gender identity, sexual orientation, religion, national origin or ancestry, marital status, familial status, age, disability, or veteran status.

2.17. COMPLIANCE

By submitting a proposal, the Proposer warrants that both in submission of its proposal and performance of any resultant purchase order or contract, the Proposer will comply with all applicable

Federal, State, local, and Town laws, regulations, rules, or ordinances.

2.18. INCURRED EXPENSES

The Proposer, by submitting a proposal, agrees that any cost incurred by responding to this RFP, or in support of activities associated with this RFP, shall be born by the Proposer and may not be billed to the Town. The Town will incur no obligation of liability whatsoever to anyone resulting from issuance of, or activities pertaining to, this RFP.

3. INFORMATION REQUESTED

3.1. LICENSING AND QUALIFICATIONS

All Proposers must provide the following information:

A. Identify all Arizona contractor licenses applicable to the Work, including license number, classification, license holder, and expiration date.

B. Identify any other professional licenses, certifications, or qualifications applicable to the proposed Design-Build team.

C. Confirm that all required licenses will remain active and in good standing throughout performance of the Contract.

D. Identify any proposed subcontractors or design professionals and the licenses or qualifications applicable to their assigned responsibilities.

3.2. QUALIFICATIONS AND EXPERIENCE

All Proposers must provide the following information:

A. Provide a brief history and overview of the firm, including the number of years providing professional trail design and construction services.

B. Describe the firm's experience designing, constructing, reconstructing, and maintaining natural-surface, multi-use and equestrian trails.

C. Provide examples of similar projects completed within the past five (5) years, with preference for projects involving desert environments, challenging terrain, drainage and erosion considerations, or similar conditions.

D. Describe the firm's experience performing Design-Build or contractor-led trail alignment and construction projects.

E. Describe experience working with municipalities, counties, state agencies, federal agencies, parks departments, or other public entities.

F. Identify any specialized trail-building qualifications, certifications, professional memberships, or relevant industry experience.

3.3. PERSONNEL / PROJECT TEAM

All Proposers must provide the following information:

A. Identify the Project Manager and other key personnel who will be assigned to the project.

Include qualifications and relevant trail design and construction experience for each key individual.

B. Identify proposed subcontractors and/or specialty consultants, if any, and describe their responsibilities.

C. Confirm the availability of the proposed project team to perform the Work within the required project schedule.

3.4. PROJECT UNDERSTANDING AND APPROACH

All Proposers should provide a narrative in response to the following:

A. Describe the Proposer's understanding of the East-West Trail Connection project and the objectives identified in the Scope of Work.

B. Describe the proposed approach for reviewing and refining the trail alignment within the designated trail easement.

C. Describe the proposed methodology for constructing the approximately 2,637 linear feet of compacted native-surface trail.

D. Describe how the proposed approach will address existing terrain, drainage, erosion, native vegetation, sustainability, user safety, and long-term trail maintenance.

E. Describe the equipment, construction methods, and techniques anticipated for the Work.

F. Describe the approach to minimizing disturbance outside the approved trail corridor and protecting surrounding natural resources.

G. Identify any innovative or value-added approaches that could improve trail durability, constructability, sustainability, or long-term maintenance while meeting the Town's requirements.

H. Identify any assumptions, constraints, or potential project risks and describe how the Proposer recommends addressing them.

3.5. PROJECT SCHEDULE

All Proposers must provide the following information:

A. Provide a proposed project schedule beginning with Notice to Proceed and continuing through final completion and acceptance.

B. Identify major milestones, including site review, final trail alignment development, Town review/approval, mobilization, construction, restoration, punch-list completion, and final acceptance.

C. Describe the Proposer's ability to meet the Town's required completion schedule.

D. Identify any anticipated scheduling constraints or dependencies that could affect timely completion.

3.6. INSURANCE/BONDING

All Proposers must provide the following information:

Confirm the Proposer's ability to obtain and maintain the insurance required by the Town's construction contract.

3.7. REFERENCES

All Proposers must provide at least three (3) references for projects of similar size, scope, or complexity completed within the past five (5) years. Public-sector trail projects are preferred.

For each reference, provide:

A. Agency/organization name;

B. Project name and location;

C. Brief description of the work performed;

D. Contract value;

E. Completion date;

F. Client contact name, title, telephone number, and email address; and

G. Whether the project was completed within the established schedule and budget.

3.8. EXHIBITS AND SOLICITATION DOCUMENTS

The following exhibits are incorporated into and made part of this RFP. Proposers are responsible for reviewing all exhibits and incorporating the requirements contained therein into their proposals, project approach, schedule, and pricing, as applicable.

Exhibit A – Scope of Work – East-West Trail Connection Provides the detailed project requirements, existing conditions, Design-Build responsibilities, trail alignment and construction requirements, restoration requirements, project coordination, deliverables, and completion requirements.

Exhibit B – Town of Cave Creek Construction Contract (SAMPLE) Provides the form of construction contract the Town intends to enter into with the successful

Proposer.

Exhibit C – Project Location, Trail Easement & Design Standards Provides project-specific reference information and technical requirements applicable to the East-

West Trail Connection, including:

A. C-1 – Proposed Trail Location

B. C-2 – Trail Easement Exhibit

C. C-3 – Town of Cave Creek Technical Design Guidelines – Trails / Trail Classification

Standards

The RFP, all issued addenda, applicable exhibits, the successful Proposer's proposal, final pricing, and other documents identified by the Town may be incorporated into the final Contract.

By submitting a proposal, the Proposer acknowledges that it has reviewed the RFP and all exhibits, including Exhibit A – Scope of Work, Exhibit B – Town of Cave Creek Construction

Contract (Sample), and Exhibit C – Project Location, Trail Easement & Design Standards, and has incorporated all applicable requirements into its proposal and pricing. Any exceptions shall be clearly identified in the proposal.

4. EVALUATION AND AWARD CRITERIA

Selection will be made from a short list of the Proposers deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors listed below (not in priority order):

No. Evaluation Criteria Scoring Method Weight (Points)

1. Project Understanding & Design-Build

Approach

Evaluation of the Proposer's demonstrated understanding of the East-West Trail

Connection and proposed approach to final trail alignment development and construction. Consideration may include the proposed construction methodology;

approach to terrain, drainage, erosion, native vegetation, sustainability, user safety, and long-term maintenance;

protection of surrounding areas; equipment and construction techniques; identification and mitigation of project risks; and innovative or value-added solutions.

N/A N/A

2. Qualifications & Relevant Trail

Experience

Evaluation of the Proposer's demonstrated qualifications and experience successfully designing, constructing, reconstructing, and/or maintaining natural-surface, multi-use, and equestrian trails of similar size, scope, and complexity. Consideration may include experience with desert environments, drainage and erosion conditions, public-sector trail projects, Design-Build or contractor-led trail alignment development, and demonstrated successful completion of comparable projects.

N/A N/A

3. Project Team & Key Personnel

Evaluation of the qualifications, relevant experience, assigned responsibilities, and availability of the Project Manager, key personnel, subcontractors, and other proposed team members who will perform the Work.

N/A N/A

4. Project Schedule & Ability to Meet

Required Completion

Evaluation of the Proposer's proposed schedule, sequencing of Design-Build activities, major milestones, availability, and demonstrated ability to complete the

Work within the Town's required project schedule.

N/A N/A

5. References & Past Performance

Evaluation of references and demonstrated past performance on comparable projects, including quality of work, schedule performance, budget performance, responsiveness, and overall client satisfaction.

N/A N/A

6. Cost Proposal

Evaluation of the Proposer's total proposed

Design-Build price, completeness and reasonableness of pricing, and overall value to the Town. The lowest-priced proposal will not necessarily receive the award.

N/A N/A

5. PRICING

EAST-WEST TRAIL CONNECTION – DESIGN-BUILD COST PROPOSAL

Proposers shall provide firm, fixed pricing for all labor, materials, equipment, supervision, transportation, mobilization, Design-Build/alignment development, construction, restoration, overhead, profit, and all other costs necessary to complete the East-West Trail Connection in accordance with this RFP. Pricing shall be all-inclusive. The Total Design-Build Price will be used in the evaluation of proposals. Any assumptions or exclusions affecting the proposed price must be clearly identified.

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Preconstruction / Final Trail

Alignment Development 1 Lump Sum

2 Mobilization / Site Preparation 1 Lump Sum

3 Native-Surface Trail Construction 2,637 Linear Foot

4 Drainage / Erosion Control

Measures 1 Lump Sum

5 Site Restoration / Stabilization 1 Lump Sum

6 Final Cleanup / Punch List /

Closeout 1 Lump Sum

7 Other Costs Required to Complete the Work 1 Lump Sum

TOTAL

6. VENDOR FORMS

This section contains the required proposal submission forms and response items. Proposers shall complete and submit all required information as instructed. Do not include pricing information in this section. All pricing must be submitted separately through the Pricing section of OpenGov.

1. Proposal Submission*

Please upload your complete technical proposal for the East-West Trail Connection, RFP No. 2027-

04, including all required information, forms, and supporting documentation identified in the RFP and exhibits. Do not include pricing information in this file. Pricing shall be submitted separately through the Pricing section of OpenGov.

*Response required