F25-05-036 Captial Improvement Program, Planning _ Management RFQ.pdf

CITY OF GREELEY

Purchasing

Request for Qualifications

RFQ #F25-05-036

Capital Improvement Program Planning & Management Services for

PUBLIC WORKS & TRANSPORTATION DEPARTMENT

RFQ# F25-05-036 – Capital Improvement Program Planning & Management Services Page 2 of 25 5/9/2025

REQUEST FOR QUALIFICATIONS (RFQ)

RFQ #F25-05-036

Procurement Contact: Margaret Almanzar Email Address: Purchasing@greeleygov.com Telephone Number: 970-350-9794

Qualifications must be received no later than the date indicated in the Schedule of Events below.

Qualifications received after this date and time will not be considered for award.

Email your RFQ Response to purchasing@greeleygov.com. Only emails sent to purchasing@greeleygov.com will be considered as responsive to the request for qualifications. DO NOT submit your RFQ Response to multiple email addresses. Emails sent to other City emails may be considered as non-responsive and may not be reviewed.

Qualifications shall be submitted in a single Microsoft Word or PDF file under 20MB. The Qualifications must not exceed 20 total pages, excluding cover letter, index or table of contents, front and back covers, and title pages/separation tabs. Pages shall be 8 ½ x 11 inch except for up to four (4) pages of 11 x 17 inches. Eleven-point font or larger must be used for the qualifications and appendices. Resumes and billing rates, if included as an appendix, are not considered part of the 20 pages.

The RFQ number and Project name must be noted in the subject line, otherwise the qualifications may be considered as non-responsive to the RFQ.

Electronic submittals will be held, un-opened, until the time and date noted in the RFQ documents or posted addenda.

mailto:purchasing@greeleygov.com

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Schedule of Events (subject to change) All times are MST RFQ Issued 5/9/2025 Optional Pre-Qualification Conference include date/time and location

5/20/2025 at 11:30 a.m. via Microsoft Teams Meeting

Inquiry Deadline 5/27/2025 by 1:00 p.m. via email to purchasing@greeleygov.com

Final Addendum Issued 6/2/2025 Qualifications Due Date 6/11/2025 by 1:00 p.m. via email to purchasing@greeleygov.com Interviews (tentative) Week of 6/16/2025 Notice of Award (tentative) 6/30/2025

Invitation for you to attend a Pre-Proposal meeting via Microsoft Teams, Tuesday, May 20, 2025, at 11:30 a.m.

(MST)

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Join the meeting now

Meeting ID: 265 199 050 908 1 Passcode: 2wz6r4So

Dial in by phone

+1 347-966-8471,,733069202# United States, New York City Find a local number

Phone conference ID: 733 069 202# For organizers: Meeting options | Reset dial-in PIN mailto:purchasing@greeleygov.com mailto:purchasing@greeleygov.com https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWNlMDQ0MzYtODkzNS00M2QwLWJjM2EtNmZkMDcwMWUwYjYx%40thread.v2/0?context=%7b%22Tid%22%3a%22d3981142-0cbf-498f-99db-c4cbb46b4008%22%2c%22Oid%22%3a%227b7df79f-3c9e-4fa6-a1b4-249ed930c4ad%22%7d tel:+13479668471,,733069202 https://dialin.teams.microsoft.com/f836664a-6252-40c6-8392-bfb7f755beac?id=733069202 https://teams.microsoft.com/meetingOptions/?organizerId=7b7df79f-3c9e-4fa6-a1b4-249ed930c4ad&tenantId=d3981142-0cbf-498f-99db-c4cbb46b4008&threadId=19_meeting_ZWNlMDQ0MzYtODkzNS00M2QwLWJjM2EtNmZkMDcwMWUwYjYx@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing

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TABLE OF CONTENTS

Section Title I Background, Overview & Goals II Statement of Work III Administrative Information IV Qualification Submission V Response Format VI Evaluation and Award

EXHIBITS

Exhibit Title 1 Qualification Acknowledgement 2 Sample Contract 3 Insurance 4 Debarment Form

“P ublic View ing Copy: The City is a governmental entity subject to the Colorado Open Records Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject to public disclosure by the City pursuant to CORA and City ordinances. Vendors may submit one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of the proposal, the Vendor may redact text and/or data that it deems confidential or proprietary pursuant to CORA. Such statement does not necessarily exempt such documentation from public disclosure if required by CORA, by order of a court of appropriate jurisdiction, or other applicable law. Generally, under CORA trade secrets, confidential commercial and financial data information is not required to be disclosed by the City. Proposals may not be marked “Confidential” or ‘Proprietary’ in their entirety. All provisions of any contract resulting from this request for proposal will be public information.”

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SECTION I. BACKGROUND, OVERVIEW, AND GOALS

A. Background

The City of Greeley is a home rule municipality with a council-manager form of government and is the county seat and the most populous municipality of Weld County, Colorado. Greeley is in northern Colorado and is situated 52 miles north-northeast of the Colorado State Capitol in Denver. According to the U.S.

Census Bureau, the population of the city is roughly 112,000 which makes it the 9th-most populous city in Colorado. The City has an annual budget of ~$541M with a fiscal year that starts Jan 1st, and employs over 1,200 employees. Greeley is a major city of the Front Range Urban Corridor and home to the University of Northern Colorado which is a public baccalaureate and graduate research university with approximately 9,000 students and six colleges as well as Aims Community College, which has served the community since 1967.

B. Overview

The City of Greeley’s Capital Improvement Program (CIP) is available at https://greeley.openbook.questica.com/#/budget-book/5b73b4f9-1292-408c-8f4e- 8b6313bb9c9b/e97ffdbd-87c0-4f9a-ae51-15636d0baec8.

With the significant growth being experienced by the City, the City of Greeley, in 2025 has created a Managing Director position. The Managing Director is responsible for coordinating and managing the CIP to ensure it meets the strategic vision established by City Council. The selected consultant will work closely with the Managing Director and city departments to streamline the CIP with dashboarding, cash flow modeling to develop an easy to navigate CIP that can be utilized by staff, Council and members of public to gain an understanding of the CIP projects with respect to budget and schedule.

Additionally, the selected consultant will develop an Integrated Greeley 2075 CIP Plan which will align the city’s CIP with Greeley’s long-term growth and development goals. This plan will integrate existing master plans, subarea plans, and asset management plans to ensure infrastructure investments support intentional growth and development.

The plan will prioritize strategic projects that align with Greeley’s future needs by assessing current and future infrastructure needs, setting priorities, and creating a 10-year CIP framework, including a detailed 5-year CIP and funding strategies for FY 2027-2032 in advance of the 2026 budget process. Public input will be gathered to ensure the plan reflects the community’s priorities. This plan will ensure Greeley’s infrastructure investments align with its vision for 2075, promoting sustainable, long-term growth.

C. Goals

The goal of the procurement is to select a qualified consultant who has experience in providing capital improvement program planning and management services to public sector organizations. The selected consultant will work under the overall direction of the City of Greeley’s Managing Director to review the current CIP and recommend changes to how CIP can be reorganized to provide a more project focused approach rather than the current fund-based approach. The intent of the project is to make the CIP easily understood by staff, Council and members of the public. This may require establishing enterprise dashboarding and data management processes to integrate various projects from different departments to generate a logical, cohesive and comprehensive CIP that refocuses the intent of the CIP to meet the current and future needs of City of Greeley.

https://greeley.openbook.questica.com/#/budget-book/5b73b4f9-1292-408c-8f4e-8b6313bb9c9b/e97ffdbd-87c0-4f9a-ae51-15636d0baec8 https://greeley.openbook.questica.com/#/budget-book/5b73b4f9-1292-408c-8f4e-8b6313bb9c9b/e97ffdbd-87c0-4f9a-ae51-15636d0baec8

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The goal of the Integrated Greeley 2075 CIP Plan is to create a comprehensive, forward-thinking framework that aligns capital improvement projects with the city’s long-term vision for growth and infrastructure. By doing so, this project has the potential to significantly increase the overall strategic value and effectiveness of the CIP moving forward. The consultant will be instrumental in facilitating a shift from the current method of annual project "scoring" to a more strategic approach that emphasizes project timing, phasing, and alignment. This approach will not only ensure that future investments are well-coordinated but also create a guiding framework for Greeley’s infrastructure investment strategy in the years to come.

A critical element of this process is aligning all departments on what belongs in the CIP and clearly defining its purpose within the context of the city’s growth. The creation of a 10-year CIP framework, which includes a detailed 5-year CIP with specific project schedules and funding methods, will provide a structured plan for future investments. Additionally, the consultant will ensure transparency and community involvement by engaging the public in the decision-making process, ensuring that the projects prioritized reflect the needs and desires of the community.

Finally, by prioritizing catalytic projects in key areas such as the Poudre River Corridor, Greeley’s Westside and East Greeley Subareas, Downtown, UNC, and the Greeley Mall, the CIP will help position Greeley for future growth. This strategic approach will not only address immediate infrastructure needs but also drive long-term community benefits, making the CIP a vital tool for Greeley’s future development and overall success.

SECTION II. STATEMENT OF WORK

A. Scope of Services

The project will be managed by City of Greeley’s Public Works & Transportation Department (PW&TD).

The selected consultant will work with the PW&TD project manager under the overall guidance of the Managing Director to provide the required services under a series of task orders to be negotiated as the work progresses. The total contract term is expected to be 3 years. The scope of services provided in this RFQ generally establishes the services expected to be provided by the initial work order that will provide direction for future task orders. This effort is expected to occur over a period of six months from the notice to proceed.

1. Program Management Services

1.1. Development and Implementation of Programmatic Administration Functions

This includes, but is not limited to:

o Development of a governance framework to ensure consistency and alignment with City policies and funding requirements.

o Establishment of program document management procedures and systems to standardize workflows and information accessibility.

o Project selection criteria development, ensuring prioritization aligns with funding, impact, and infrastructure needs.

o Project schedule standards, integrating standard practices for program-wide reporting.

o Cost estimating and economic forecasting, leveraging historical data and industry benchmarks to improve budget planning and funding allocation.

o Staff support services to provide flexible, as-needed assistance, which may include general representation or participation in meetings and other activities as requested.

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1.2. Program Initiation

1.2.1. Develop a 90-day plan

o 2-day workshop (Kickoff)

i. Program – Consultant Program Manager/City Manager’s Office

a) Gather data for all program needs

b) Develop goals and priorities from City Manager’s Office

c) Develop program charter o Program Administrative Support

i. Weekly in-person coordination meetings

ii. Review CIP

a) Project status review

b) Identify capital projects and maintenance projects in the CIP

c) Determine capital project priorities and alternative analyses

d) Staff support, if directed by City Project Manager

iii. Develop a Maintenance Improvement Plan (MIP)

a) From the projects identified as maintenance, perform project status reviews

b) Determine project priorities and alternative analyses

iv. Assign specialized staff as needed to support program delivery needs

a) Develop master project and program schedules

b) Establish cost estimating and forecasting principles and processes across the CIP and MIP

c) Establish document management procedures, processes and system support after reviewing the systems currently used and being developed by the City.

d) Establish standardized project management procedures and processes to be followed by all City Project Managers

e) Establish a training program

1.3. Program Schedule/Timeline based on the 90-day plan

1.3.1. Considerations

o Program Complexity o Scale of Program o Number of projects identified (aggregated) in CIP and MIP o Funding sources o The deliverable will consist of goals and objectives that will form the framework for future task orders.

1.4. Future Work Order Development

1.4.1. Consultant will work with the City Project Manager to develop a framework for delivering the goals identified in Section 1.3 above.

2. Enterprise Dashboarding and Data Management

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This effort includes the development and deployment of dashboards to enhance visibility, decision-making, and financial oversight for CIP, MIP and other programs (bond programs, special projects, etc.).

These dashboards will serve both public and internal stakeholders and will be designed as dynamic, interactive tools with integrated data, slicers, filters, and other functionality to ensure usability and scalability. The dashboards outlined below represent the initial framework, with further refinements and enhancements to be developed in collaboration with the City. This includes, but is not limited to:

2.1. Program Dashboarding Initiation

o Establish a data architecture framework to support both current and future infrastructure projects and dashboard requirements.

o Integrate multiple data sources (e.g. financial, asset management, GIS tools, project schedules, contract management, etc.) to enable automated program reporting.

o Document data sources, data fields, and refresh cycles.

o Develop goals and priorities under overall direction from the Managing Director.

2.2. CIP Dashboard

o Public Facing Dashboard

i. Provides residents and stakeholders with transparency on upcoming and ongoing capital projects, including project descriptions, funding allocations, and aggregated budget and progress reporting.

o Internal Dashboard

i. Allows City staff to monitor financial performance, schedule performance, risk metrics and other key metrics as desired by project management team.

ii. Project level details for improved program oversight, serving as centralized data source on current project details that can be rolled up in to a program/portfolio dashboard for reporting purposes based on funding lines as an example.

2.3. MIP Dashboard

o Public Facing Dashboard

i. Provides residents and stakeholders with scheduled and completed maintenance projects, including project descriptions, funding allocations, and aggregated budget and progress reporting.

o Internal Dashboard

i. Allows City staff to monitor financial performance, schedule performance, risk metrics and other key metrics as desired by maintenance teams.

ii. Supports operational planning by integrating asset condition data, work order tracking, reporting based on manhours, key performance indicators (KPIs), etc.

2.4. Special Projects Dashboard

o Review different dashboards being currently used on projects across the City.

o Develop Standardized special projects dashboard that can be integrated in the overall reporting process. The Special Projects Dashboard will have similar public and internal facing dashboards as described in Section 2.2. with additional metrics such as milestone achievements, automated periodic reporting to public and stakeholders, schedule and cost curves, Schedule and Cost Performance Indexes, risk registers, etc.

2.5. GIS Mapping

Page 9 of 25 5/9/2025 o Integrate geospatial data in dashboards to enhance project visualization such as location, story boards, current and improved asset conditions, maintenance schedules, traffic implications, etc.

o Align GIS layers with city asset management and planning efforts.

o Provide support for GIS development as directed by City Project Manager to meet the requirements of the various dashboards as described above.

2.6. Develop Technical Requirements for Program and Project Specifications o Define system and software requirements to ensure compatibility with existing City platforms.

o Identify reporting requirements for City leadership and funding agencies o Identify/implement process changes to support identified requirements o Ensure compatibility with project and program management standards and practices to be utilized City wide for all CIP/MIP programs and projects.

3. Integrated CIP Planning The consultant will be expected to perform the following tasks to support the development of the Integrated Greeley 2075 CIP Plan:

3.1 Capture Long-Term Goals and Align with Other Plans: The consultant will formalize and document Greeley’s long-term vision (Greeley 2075) and ensure alignment with recently adopted and/or long-range plans that are currently underway. This includes synthesizing input from various departments stakeholders, and the community.

Related Plans: Greeley-on-the-Go 2045 Transportation Master Plan, Mobility Development Plan, Imagine Greeley Comprehensive Plan, Downtown 2032 – The Path Forward, Imagine Greeley Comprehensive Plan, East Greeley Subarea Plan, West Greeley Subarea Plan, Poudre River Restoration Initiative Master Plan, Trails Master Plan, Culture, Parks and Recreation Master Plan, Stormwater Master Plan, Get Outdoors Greeley Plan, Adequate Public Facilities Plan maps, North Greeley and Downtown Storm Drainage Master Plan, Greeley Water Efficiency Plan, Integrated Water Resource Plan, Water Transmission and Distribution Master Plan, Greeley Non-Potable Water Master Plan, Greeley Wastewater Utility Plan

3.2 Identify the needs for CIP facilities, along with timing, costs, and financing options:

• Define Capital Improvement Projects: The consultant will recommend how the City should best distinguish capital improvement projects from maintenance improvement activities. The consultant will formalize the definition with support from various departments.

• Conduct Comprehensive Infrastructure Assessment: The consultant will assess the city’s existing infrastructure, identifying current conditions, future needs, and potential areas for improvement. As part of this effort, the consultant will leverage emerging technologies, such as 4M Analytics, to develop a comprehensive subsurface utility map by integrating available data sources (e.g., GIS, as-builts, surveys). This tool will support risk reduction, coordination, and data-informed project prioritization aligned with long-term goals.

• Rolling Needs Assessment: The consultant will help identify and document the ongoing infrastructure needs of the city, considering future growth, development areas, and areas with critical infrastructure gaps. This assessment should be dynamic and adaptable to changing circumstances.

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3.4 Document the Relationship Between CIP and Greeley 2075 Plan: The consultant will clearly define and document how the new Greeley 2075 CIP Plan aligns with and informs the existing CIP, ensuring both internal stakeholders and the community understand the relationship between the two.

3.5 Analyze Existing Funding Sources: The consultant will assess how the City currently sets up and utilizes its funding accounts for Capital Improvement Projects (CIP). This includes reviewing the funds that are allocated each year, particularly those that come off the top, to determine if the current priorities align with the city’s strategic goals and project delivery needs. The consultant will identify any issues or inefficiencies in the current structure and provide recommendations for improvement. The fund list is below:

Fund 301 - Public Improvement Fund 303 - Public Art Fund 305 - Softball Improvement Fund 306 - Fire Equipment Acquisition/Replacement Fund 313 - UCCC Improvements Fund 319 - Quality of Life Fund 320 - FASTER Fund 321 - Street Infrastructure Improvements Fund 322 - City Center Fund 323 - MERGE Project Fund 331 - Fire Development Fund 332 - Police Development Fund 333 - Island Grove Development Fund334 - Transportation Development Fund 412 - Sewer Construction Fund 413 - Sewer Capital Replacement Fund 422 - Water Construction Fund 423 - Water Capital Replacement Fund 424 - Water Rights Acquisition Fund 432 - Stormwater Construction Fund 433 - Stormwater Capital Replacement

3.6 Perform Strategic Investment Analysis & Framework: The consultant will assess proposed projects and investments, ensuring they align with the city’s long-term goals. This includes evaluating the potential return on investment and prioritizing projects based on strategic value rather than just immediate needs. This initial evaluation should inform a replicable decision-making process for future CIP Review in 3.11.

3.6 Set Priorities for Proposed Projects: Based on the assessment and analysis, the consultant will help prioritize proposed infrastructure projects within the context of the city’s long-term vision, ensuring they are strategically phased and coordinated.

3.7 Seek Public Input: The consultant will facilitate public engagement efforts, seeking input from community members on the recommended projects, priorities, and overall direction of the Greeley 2075 CIP Plan. This ensures that the plan reflects the desires and needs of the community.

3.8 Prepare a 10-Year CIP Framework: The consultant will develop a comprehensive 10-year CIP framework that outlines major projects, their timing, phasing, and anticipated costs. This long-term plan will guide future infrastructure investments.

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3.9 Prepare a Detailed 5-Year CIP: The consultant will provide a more specific 5-year CIP, including a detailed project schedule, funding methods, and expected outcomes. This plan will outline the most immediate priorities and the resources required to implement them.

3.10 Prepare a 3-Year MIP: The consultant will develop a comprehensive 3-year Maintenance Improvement Plan (MIP) that aligns with the City’s Asset Management Programs and established maintenance standards. The MIP will focus on maintaining and improving existing infrastructure assets, ensuring that the city can effectively address current maintenance needs while planning for future requirements.

3.11 Adopt CIP and First-Year Budget: The consultant will assist with the adoption process of the finalized CIP and the preparation of the first-year budget, ensuring that the plan is actionable and ready for implementation.

3.12 Establish Annual CIP Review Process: The consultant will recommend and help establish a process for reviewing and updating the CIP on an annual basis, ensuring that it remains aligned with the city’s evolving needs and long-term vision.

B. Period of Award

The completion date of providing the required qualifications and services shall be in accordance with project schedule.

If the City desires to extend the contract, no later than thirty (30) days prior to expiration, the City’s Purchasing Contact may send a notice in writing to the vendor requesting firm pricing for the next twelve-month period. After the City evaluates the firm pricing qualification from the vendor, it will determine whether to extend the contract. All awards and extensions are subject to annual appropriation of funds. The provisions of the foregoing paragraphs with respect to extensions of the terms of the contract shall be null and void if the contract has been terminated or revoked during the initial term or any extension thereof. All decisions to extend the contract are at the option of the City.

C. Minimum Mandatory Qualifications of Offeror

The Consultant (including sub-consultants) shall meet the following minimum mandatory qualifications for the proposal to be considered for evaluation. Any submittal not meeting a minimum qualification will be disqualified and cannot be considered for further evaluation.

• A clean record on SAM.gov or ability to get registered with SAM.gov within 30 days of the notice of selection.

• Have any required licenses and permits necessary to provide the services in State of Colorado, if required for certifying plans, reports, etc. This includes all sub-consultants on their team.

SECTION III. ADMINISTRATIVE INFORMATION

A. Issuing Office

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The City’s contact name listed herein is to be the sole point of contact concerning this RFQ. Offerors shall not directly contact other personnel regarding matters concerning this RFQ or to arrange meetings related to such.

B. Official Means of Communication

All official communication from the City to offerors will be via postings on an electronic solicitation notification system, the Rocky Mountain Bid System (www.rockymountainbidsystem.com). The Purchasing Contact will post notices that will include, but not be limited to, qualification document, addenda, award announcement, etc. It is incumbent upon offerors to carefully and regularly monitor the Rocky Mountain Bid System for any such postings.

C. Inquiries

Prospective offerors may make written inquiries by email before the written inquiry deadline concerning this RFQ to obtain clarification of requirements. There will be opportunity to make inquiries during the pre-qualification conference, if any. No inquiries will be accepted after the deadline. Inquiries regarding this RFQ (be sure to reference RFQ number) should be referred to:

E-Mail: Purchasing@greeleygov.com Subject Line: RFQ #F25-05-036

Response to offerors’ inquiries will be published as addenda on the Rocky Mountain Bid System in a timely manner. Offerors cannot rely on any other statements that clarify or alter any specification or other term or condition of the RFQ.

Should any interested offeror, sales representative, or firm find any part of the listed qualifications, specifications, terms and conditions to be discrepant, incomplete, or otherwise questionable in any respect, it shall be the responsibility of the concerned party to notify the Purchasing Contact of such matters immediately upon discovery.

D. Insurance

The successful contractor will be required to provide a Certificate of Insurance (Exhibit 3) or other proof of insurance naming the City of Greeley as "additional insured”. Coverage must include COMMERCIAL GENERAL LIABILITY coverage with minimum limits of $2,000,000, and WORKER’S COMPENSATION coverage with limits in accordance with State of Colorado requirements.

COMPREHENSIVE AUTOMOBILE LIABILITY with minimum limits for bodily injury and property damage coverage of at least $1,000,000, plus an additional amount adequate to pay related attorneys' fees and defense costs, for each of Consultant's owned, hired or non-owned vehicles assigned to or used in performance of this agreement.

The City shall be named as additional Insured for General and Auto Liability Insurance.

Awarded offeror must present the City with proof of PROFESSIONAL LIABILITY COVERAGE with a minimum limit of $1,000,000.

E. Modification or Withdrawal of Qualifications

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Qualifications may be modified or withdrawn by the offeror prior to the established due date and time.

F. Minor Informalities

Minor informalities are matters of form rather than substance evident from the response or insignificant mistakes that can be waived or corrected without prejudice to other vendors. The Purchasing Manager may waive such informalities or allow the vendor to correct them depending on which is in the best interest of the City.

G. Responsibility Determination

The City will make awards only to responsible vendors. The City reserves the right to assess offeror responsibility at any time in this RFQ process and may not make a responsibility determination for every offeror.

H. Acceptance of RFQ Terms

A qualification submitted in response to this RFQ shall constitute a binding offer. The autographic signature of a person who is legally authorized to execute contractual obligations on behalf of the offeror shall indicate acknowledgment of this condition. A submission in response to this RFQ acknowledges acceptance by the offeror of all terms and conditions as set forth herein.

I. Protested Solicitations and Awards

Right to protest. Any actual or prospective bidder, offeror or contractor who is aggrieved in connection with the solicitation or award of a contract must protest in writing to the City Manager as a prerequisite to seeking judicial relief. Protestors are urged to seek informal resolution of their complaints initially with the Purchasing Manager. A protest shall be submitted within ten (10) calendar days after such aggrieved person knows or should have known of the facts giving rise thereto. A protest with respect to an invitation for bids or request for qualifications shall be submitted in writing prior to the opening of bids or the closing date of qualifications, unless the aggrieved person did not know and should not have known of the facts giving rise to such protests prior to bid opening or the closing date for qualifications.

1. Stay of procurement during protests. In the event of a timely protest under Subsection (A) of this

Section, the Purchasing Manager shall not proceed further with the solicitation or award of the contract until all administrative and judicial remedies have been exhausted or until the City Manager makes a written determination on the record that the award of a contract without delay is necessary to protect substantial interest of the City. (Ord. 75, 1984 §2 (part))

J. Confidential/Proprietary Information

All qualifications will be confidential until a contract is awarded and fully executed. At that time, all qualifications and documents pertaining to the qualifications will be open for public inspection, except for the material that is proprietary or confidential. However, requests for confidentiality can be submitted to the Purchasing Contact provided that the submission is in accordance with the following procedures. This remains the sole responsibility of the offeror. The Purchasing Contact will make no attempt to cure any

Page 14 of 25 5/9/2025 information that is found to be at a variance with this procedure. The offeror may not be given an opportunity to cure any variances after qualification opening. Neither a qualification in its entirety, nor qualification price information will be considered confidential/proprietary. Questions regarding the application of this procedure must be directed to the Purchasing Contact listed in this RFQ.

K. Acceptance of Qualifications Content

The contents of the qualification (including persons specified to implement the project) of the successful contractor shall become contractual obligations into the contract award. Failure of the successful offeror to perform in accordance with these obligations may result in cancellation of the award and such offeror may be removed from future solicitations.

L. RFQ Cancellation

The City reserves the right to cancel this RFQ at any time, without penalty.

M. Negotiation of Award

In the event only one (1) responsive qualification is received by the City, the City reserves the right to negotiate the award for the services with the offeror submitting the qualification in lieu of accepting the qualification as is.

N. Contract

A sample copy of the contract award the City will use to contract for the services specified in this RFQ is attached as Exhibit 2. The attached contract is only a sample and is not to be completed at this time.

O. RFQ Response/Material Ownership

All material submitted regarding this RFQ becomes the property of the City of Greeley, unless otherwise noted in the RFQ.

P. Incurring Costs

The City is not liable for any cost incurred prior to issuance of a legally executed contract and/or a purchase order.

Q. Utilization of Award by Other Agencies

The City of Greeley reserves the right to allow other State and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Greeley in the current term or in any future terms.

R. Non-Discrimination

The offeror shall comply with all applicable state and federal laws, rules and regulations involving non-discrimination on the basis of race, color, religion, national origin, age or sex.

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S. News Releases

Neither the City, nor the offeror, shall make news releases pertaining to this RFQ prior to execution of the contract without prior written approval of the other party. Written consent on the City’s behalf is provided by the Public Information Office.

T. Certification of Independent Price Determination

1. By submission of this qualification each offeror certifies, and in the case of a joint qualification each party, thereto certifies as to its own organization, that in connection with this procurement:

a) The prices in this qualification have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other offeror or with any competitor;

b) Unless otherwise required by law, the prices which have been quoted in this qualification have not been knowingly disclosed by the offeror and will not knowingly be disclosed by the offeror prior to opening, directly or indirectly to any other offeror or to any competitor;

and

c) No attempt has been made or will be made by the offeror to induce any other person or firm to submit or not to submit a qualification for the purpose of restricting competition.

2. Each person signing the Request for Qualification form of this qualification certifies that:

a) He/she is the person in the offeror’s organization responsible within that organization for the decision as to the qualifications and prices being offered herein and that he/she has not participated, and will not participate, in any action contrary to (1.a) through (1.c) above;

or

b) He/she is not the person in the offeror’s organization responsible within that organization for the decision as to the qualifications and prices being offered herein but that he/she has been authorized in writing to act as agent for the persons responsible for such decision in certifying that such persons have not participated, and will not participate, in any action contrary to (1.a) through (1.c) above, and as their agent does hereby so certify; and he/she has not participated, and will not participate, in any action contrary to (1.a) through (1.c) above.

3. A qualification will not be considered for award where (1.a), (1.c), or (2.) above has been deleted or modified. Where (1.b) above has been deleted or modified, the qualification will not be considered for award unless the offeror furnishes with the qualification a signed statement which sets forth in detail the circumstances of the disclosure and the City’s Purchasing Manager, or designee, determines that such disclosure was not made for the purpose of restricting competition.

4. The Contract Documents may be executed in two or more counterparts, each of which shall be deemed an original but all of which together shall constitute one and the same document. The

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Contract Documents, including all component parts set forth above, may be executed and delivered by electronic signature by any of the parties and all parties consent to the use of electronic signatures.

U. Taxes

The City of Greeley is exempt from all federal excise taxes and all Colorado State and local government sales and use taxes. Where applicable, contractor will be responsible for payment of use taxes.

V. Assignment and Delegation

Neither party to any resulting contract may assign or delegate any portion of the agreement without the prior written consent of the other party.

W. Availability of Funds

Financial obligations of the City of Greeley payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available. In the event funds are not appropriated, any resulting contract will become null and void without penalty to the City.

X. Standard of Conduct

The successful firm shall be responsible for maintaining satisfactory standards of employees' competency, conduct, courtesy, appearance, honesty, and integrity, and shall be responsible for taking such disciplinary action with respect to any employee as may be necessary.

The City may request the successful firm to immediately remove from this assignment any employee found unfit to perform duties due to one or more of the following reasons:

1. Neglect of duty.

2. Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words or actions or fighting.

3. Theft, vandalism, immoral conduct or any other criminal action.

4. Selling, consuming, possessing, or being under the influence of intoxicants, including alcohol, or illegal substances while on assignment for the City.

Agents and employees of contractor or consultant working in City facilities shall present a clean and neat appearance.

Y. Damages for Breach of Contract

In addition to any other legal or equitable remedy the City may be entitled to for a breach of this Contract, if the City terminates this Contract, in whole or in part, due to contractor’s breach of any provision of this Contract, contractor shall be liable for actual and consequential damages to the City.

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Z. Other Statutes

1. The signatory hereto avers that he/she is familiar with Colorado Revised Statutes, 18-8-301, et seq. (Bribery and Corrupt Influence) and 18-8-401, et seq. (Abuse of Public Office) as amended, and that no violation such provisions is present.

2. The signatory hereto avers that to his/her knowledge, no City of Greeley employee has any personal or beneficial interest whatsoever in the service or property described herein. See CRS 24-18-201 and CRS 24-50-507.

SECTION IV. QUALIFICATION SUBMISSION

Following are the response requirements for this RFQ. All specific response items represent the minimum information to be submitted. Deletions or incomplete responses in terms of content or aberrations in form may, at the City’s discretion, render the qualification non-responsive.

RFQ responses must be emailed to purchasing@greeleygov.com. Only emails sent to purchasing@greeleygov.com will be considered as responsive to the request for qualifications. DO NOT submit your RFQ Response to multiple email addresses. Emails sent to other City emails will be considered as non-responsive and will not be reviewed.

Qualifications shall be submitted in a single Microsoft Word or PDF file under 20MB. The Qualifications must not exceed 20 total pages, excluding cover letter, index or table of contents, front and back covers, and title pages/separation tabs. Pages shall be 8 ½ x 11 inches except for up to four (4) pages of 11 x 17 inches. Eleven-point font or larger must be used for the qualifications and appendices. Resumes and billing rates, if included as an appendix are not considered part of the 20 pages.

The RFQ number and Project name must be noted in the subject line, otherwise the qualifications may be considered as non-responsive to the RFQ.

Electronic submittals will be held, un-opened, until the time and date noted in the RFQ documents or Posted addenda.

To facilitate the evaluation, offeror shall submit and organize all responses in the same order as listed in Section V. Qualifications that are determined to be at a variance with this requirement may not be accepted.

Late qualifications will not be accepted. It is the responsibility of the offeror to ensure that the qualifications are received at the City of Greeley’s Purchasing Division on or before the qualifications due date and time.

SECTION V. RESPONSE FORMAT

The following items are to be included in your qualifications, in the order listed. Deviation from this may render your qualifications non-responsive.

A. Cover Letter

Include a cover letter introducing your company, summarizing your qualifications. This letter should also provide principal contact information for this RFQ, including address, telephone number, fax number, e-mail, and website (if applicable).

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B. Use of Subcontractors/Partners

There may be areas for use of subcontractors or partners in this project. If you are utilizing this approach, your qualifications must list the subcontractors/partners, their area(s) of expertise, and include all other applicable information herein requested for each subcontractor/partner. Please keep in mind that the City will contract solely with your company, therefore subcontractors/partners remain your sole responsibility.

C. Minimum Mandatory Qualifications Include an itemized description of how your company meets each of the minimum mandatory qualifications outlined in Section II, C. Failure to meet or exceed these requirements will disqualify your response.

D. Company Information

1. Provide the following information as listed: Company Name, Address, Phone Number, and Names of Principals.

2. Identify the year in which your company was established and began providing consulting services.

3. Describe any pending plans to sell or merge your company.

4. Provide a comprehensive listing of all the services you provide.

E. Evaluation Criterion #1 - Company and Personnel Qualifications

1. Describe your customer service philosophy.

2. Provide information from at least three accounts of similar scope. Include, at a minimum, the following information:

1) company name, 2) contact name, 3) phone number, 4) fax number, 5) email address,

6) brief description of project scope and value, 7) status of project.

The City reserves the right to contact the references provided in your qualifications as well as other references without prior notification to you.

3. List the number of people that you can commit to working on this project and the amount of time each is expected to spend on the project.

4. Provide the names and resumes of the key personnel that will be performing the proposed services, including the primary project manager.

5. List the names of the subcontractors you expect to use, the services to be provided by the subcontractors and the amount of time that each is expected to spend on the project. Also, include the names and resumes of the key subcontractor personnel who will be working on the project.

6. Provide a specific timeline or schedule for the work. Show milestones and completion dates on the schedule.

7. Describe the methods and timeline of communication your firm will use with the City’s project manager, other involved City staff, and other interested parties.

Evaluation Criterion #2- Project Understanding

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Include at a minimum:

• Task description to include a statement of key issues and challenges in the project.

• Understanding of the major elements of project.

• Approach to project management, change management, budgetary processes and document control.

• Work-flow diagram and outlined work plan.

• Describe how your organization intends to meet or exceed the requirements of this RFQ.

• Describe your approach to stakeholder communications to ensure cooperation from various stakeholders for successful delivery of project objectives.

F. Qualification Acknowledgement

Include this form as provided in Exhibit 1.

G. Certificate of Insurance

A sample Certificate of Insurance is provided in Exhibit 3.

H. Debarment Form

Include this form as provided in Exhibit 4.

SECTION VI. EVALUATION AND AWARD

A. Qualifications Evaluation

All qualifications submitted in response to this RFQ will be evaluated by a committee in accordance with the criteria described below. Total scores will be tabulated, and the highest ranked firm will enter into negotiations.

If the City requests presentations by short-listed offerors, committee members may revise their initial scores based upon additional information and clarification received in this phase. Please note that no presentations have been tentatively scheduled per the Schedule of Events on the first page of this RFQ. However, If your company is invited to give a presentation to the committee, these dates may not be flexible.

In preparing responses, offerors should describe in great detail how they propose to meet the specifications as detailed in the previous sections. Specific factors will be applied to qualification information to assist the City in selecting the most qualified offeror for this contract. Following are the evaluation criteria that will be used.

Criteria will be assigned a points value.

1. Company and Personnel Qualifications: 55 Points

2. Project Understanding: 45 Points

A presentation and/or demonstration may be requested by short-listed offerors prior to award. However, a presentation/demonstration may not be required, and therefore, complete information should be submitted with your qualifications.

B. Billing Rates and Direct Expenses

The offeror shall submit a billing rate schedule listing the professional classifications of staff and their hourly billing rates. This includes any sub-consultants being proposed as part of the offerors’ team. Any other

Page 20 of 25 5/9/2025 pricing information will not be considered. Billing rates shall be valid for at least one year from the date of the RFQ. Direct expenses, whether by prime or sub-consultant will be direct pass-through to the City and no markup will be allowed on direct expenses. Mileage, hotel and per diem expenses will be per Federal/IRS guidance. Billing rates will not be part of the evaluation process and will not be considered by the selection team.

C. Determination of Responsibility of the Offeror

The City of Greeley awards contracts to responsible vendors only. The City reserves the right to make its offeror responsibility determination at any time in this RFQ process and may not make a responsibility determination for every offeror.

The City of Greeley’s Municipal Code defines a “Responsible Offeror” as one who has “the capability in all respects to perform fully the contract requirements, and the tenacity, perseverance, experience, integrity, reliability, capacity, facilities, equipment, and credit which will assure good faith performance.” The City reserves the right to request information as it deems necessary to determine an offeror’s responsibility. If the offeror fails to supply the requested information, the City shall base the determination of responsibility upon any available information or may find the offeror non-responsible if such failure is unreasonable.

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COOPERATIVE PURCHASING STATEMENT

The City of Greeley encourages and participates in cooperative purchasing endeavors undertaken by or on behalf of other governmental jurisdictions. To the extent, other governmental jurisdictions are legally able to participate in cooperative purchasing endeavors; the City of Greeley supports such cooperative activities.

Further, it is a specific requirement of this proposal or Request for Qualifications that pricing offered herein to the City of Greeley may be offered by the vendor to any other governmental jurisdiction purchasing the same products. The vendor(s) must deal directly with any governmental agency concerning the placement of purchase orders, contractual disputes, invoicing, and payment. The City of Greeley shall not be liable for any costs or damages incurred by any other entity.

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EXHIBIT 1

QUALIFICATION ACKNOWLEDGEMENT

The offeror hereby acknowledges receipt of addenda numbers _____ through _____.

Falsifying this information is cause to deem your Qualification nonresponsive and therefore ineligible for consideration. In addition, falsification of this information is cause to cancel a contract awarded based on one or both of the above preferences.

By signing below, you agree to all terms & conditions in this RFQ.

Original Signature by Authorized Officer/Agent

Type or printed name of person signing Company Name

Title Phone Number

Vendor Mailing Address Fax Number

City, State, Zip Qualifications Valid Until (at least for 90 days)

E-Mail Address Website Address

Project Manager:

Name (Printed) Phone Number

Vendor Mailing Address Fax Number

City, State, Zip Email Address

EXHIBIT 2

SAMPLE CONTRACT

(Incorporated by Reference)

COG Master Services-Consulting Contract with Task Orders.pdf

RFQ# F25-05-036 – Capital Improvement Program Planning & Management Services Page 23 of 25 5/9/2025 https://greeleyco-my.sharepoint.com/:b:/g/personal/margaret_almanzar_greeleygov_com/EdOtWXq8kQpLqu6Njf_wv2EBOUwEt0QyfDaJzEzLANdynA?e=002cNF

Client#: 12170 GRECI

ACORD CERTIFICATE OF LIABILITY INSURANCE

TM

DATE (MM/DD/YYYY)

05/14/2013 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED

REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.

IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement.