ISP VCMP New Trail Construction RFP_Phase 4.docx

City of Idaho Springs 1711 Miner Street P.O. Box 907 Idaho Springs, CO, 80452-0907

303.567.4421 | (f) 303.567-4955 www.idahospringsco.com

DATE OF ISSUANCE: March 24, 2025

PROPOSAL DEADLINE: April 14, 2025 at 5:00 p.m. MST

REQUEST FOR PROPOSALS/BIDS

The City of Idaho Springs, Colorado (City) respectfully requests proposals/bids from responsible and qualified individuals and/or firms for the Virginia Canyon Mountain Park New Trail Construction: Phase 4 project (the “Project”) as described in Section II of this RFP (Agreement and Scope of Service).

The City will accept proposals via email at admin@idahospringsco.com until April 14, 2025 at 5:00 p.m. Proposals must include completed and signed Bid Schedules for New Trail #15 and New Trail #17 contained in Section III, Article 9 of the New Trail Construction Agreement and Scope of Service. Proposals received later than the above referenced time will not be accepted for review or consideration.

ONE (1) ELECTRONIC COPY OF YOUR PROPOSAL SHALL BE SUBMITTED AND RETAINED BY THE CITY.

RFP SCHEDULE

A tentative schedule of key dates for the solicitation has been established as follows:

CONDITIONS OF AWARD

It is the intent of the City to award to the most responsive firm provided that the proposal has been submitted in accordance with the requirements of this RFP document and is judged to be fair and reasonable. The City shall be the sole judge of the firm’s qualifications, and whether the proposal is in the best interests of the City.

The City may conduct such investigations as the City considers necessary to assist in the evaluation of any proposal and to establish the responsibility, qualifications, and financial ability of the offers.

The City shall have the right, in its sole discretion, to terminate this RFP process with or without cause.

CONFIDENTIALITY

Proposals submitted to the City for consideration shall be subject to the Colorado Open Records Act. Any confidential information in your proposal shall be identified as such. Proposals submitted and terms and conditions specified in each consultant’s response shall remain the property of the City.

AMENDMENTS TO THIS REQUEST FOR PROPOSAL

The City of Idaho Springs reserves the right to amend this RFP by an addendum at any time prior to the date set for receipt of proposals. Addenda or amendments will be available on the City website (www.idahospringsco.com) and it shall be the responsibility of the firm to obtain all addenda.

If revisions are of such a magnitude to warrant, in the City’s opinion, the postponement of the date for receipt of proposals, an addendum will be issued announcing the new date.

CHANGES IN SCOPE OF SERVICES

The City will agree that any change in the Scope of Services to be performed after the original agreement has been signed shall be documented as a written change order, be accepted by all parties, and made a part of the original agreement by addendum.

JOINT PROPOSALS

Multiple vendors may form a team to submit a joint proposal. All firms and individuals involved must be identified in the proposal. A single individual and firm must be designated as having overall responsibility for services. The lead individual and firm will serve as the City’s primary contact and will be responsible for ensuring agreed upon timelines and work requirements are met.

NO CONFLICT OF INTEREST

Vendors should have no real or apparent conflict of interest. A conflict of interest includes any financial or contractual relationship with a firm, individual, or association with a direct financial interest in City revenues. Examples of such firms, individuals, or associations include owners of retail and commercial properties within the City and other business groups.

All vendor work products developed by the consultant team will become property of the City upon completion of the work. The City may request copies of relevant spreadsheets or databases developed as part of the consultant’s work.

GENERAL INFORMATION

Reimbursement will not be made for costs incurred prior to a formal award. The proposal must be comprehensive and specify how the consultant would complete all the elements of the "Scope of Services."

SUBLETTING OF AGREEMENT

The consulting firm will agree not to assign or sublet the whole or any part of the agreement without the prior written consent of the City.

ADDITIONAL INFORMATION

Proposals will be considered only from firms or individuals that are firmly established in the relevant industry, who are financially responsible, and who have the resources and ability to provide the solicited work/services in a professional and expedient manner. The City reserves the right to be the sole judge of these criteria.

The City may request additional information as deemed necessary. Failure to provide such information may result in the proposal being considered incomplete.

The City of Idaho Springs reserves the right to reject any and all proposals, to waive any informalities in the proposals received, and to accept the proposal deemed most advantageous to the City.

QUESTIONS

Questions regarding this RFP must be addressed in writing via e-mail toadmin@idahospringsco.com by April 7, 2025.

RFP ATTACHMENTS:

Section I: Background The City of Idaho Springs is currently constructing new trails at the Virginia Canyon Mountain Park. The City has a current contract with a professional trail building contractor as well as a professional service contract with the Colorado Mountain Bike Association (“COMBA”). The city has a need for additional new hand built trails to be constructed at the site. Attached as Section II to this RFP is a New Trails Construction Agreement which spells out the scope, terms and conditions and other requirements for constructing such new hand built trails.

Bidders must submit a bid that includes filled out “Bid Sheets” found in Section III Article 9 of this RFP Section II and a firm commitment to sign the Agreement included as this Section II of the RFP.

Section II: New Trail Construction Agreement (See separate document) Section III: Proposal Submittal Requirements Interested contractors shall submit deliverables that clearly demonstrate their ability to provide the services as outlined in this Request for Proposals. The following submittals shall be organized in the order listed below to facilitate fair and equitable evaluation of the responses.

1. Bidders experience with building “hand built, downhill mountain bike trails” on the central front range of Colorado.

2. Names and contact information for references of Land Managers on Bidder’s experience list.

3. Bidders Construction plan and schedule for both Trail #15 and Trail #17.

4. List of proposed subcontractors, volunteer(s), volunteer organizations and other entities proposed to work on the project under Contractor’s supervision.

5. Previous experience with the City of Idaho Springs All questions, inquiries and requests for clarification shall be submitted via email to Andrew Marsh at admin@idahospringsco.com no later than 5:00 p.m. MST on April 7, 2025. The City shall make responses available by request by April 9 , 2025.

Proposals are required to be emailed to Andrew Marsh at admin@idahospringsco.com. The City reserves the right to reject any and all proposals and further reserves the right to award the project to the lowest responsible bidder even though the successful contractor may not be the lowest bidder.

Section IV: Evaluation Criteria Evaluation Criteria The City shall determine whether consultants have the basic qualifications to complete the project. The City will evaluate the proposals based upon the following criteria:

1. The bidder’s experience as it relates to Section II above,

2. Familiarity with local/regional landscape and experience in Colorado Front Range soils.

3. Qualifications of key personnel that will be assigned to the Project,

4. Experience in designing and constructing gravity-fed bike trails or bike-only downhill trails.

5. Experience designing and constructing bike features such as freeride trails, jumps, wall- rides, berms, tables, gaps, step-ups, drops, etc.

6. Experience with constructing and installing manmade features.

7. Narrative and project approach,

8. Availability during the desired Project timeline; ability to timely complete the Project within the City’s goal.

9. Cost competitiveness, Note: All respondents must initially represent themselves solely by their written submittal. After the City has reviewed the proposals, certain bidders may be asked to interview with one or more City representatives.

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