JSA EQR Audit RFP.pdf

Silverthorne Dillon Joint Sewer Authority

Participant EQR Inventory Audit

REQUEST FOR PROPOSALS

January 2025

Silverthorne Dillon Joint Sewer Authority EQR Inventory Audit

Request for Proposals

Table of Contents

SECTION I: TERMS AND CONDITIONS

1. Invitation

2. Procurement Schedule

3. Form of Response

4. Selection Process

5. Inquiries

6. Addenda

7. Consideration of Proposals

8. Disclosure of Proposal Contents

9. Original Proposal

10. Investigation of Conditions

11. Withdrawal of Proposal

12. Single Proposal Response

13. Conflicts and Inconsistencies

14. Contract Award

15. News Releases

16. Cost of Proposal Preparation

SECTION II: SCOPE OF SERVICES

1. Background

2. Scope Description

3. Deliverable items

SECTION III: SUBMITTAL FORMS

1. PROPOSAL SUBMITTAL CHECKLIST

2. ATTACHMENT A

SECTION I: TERMS AND CONDITIONS

1. Invitation

Qualified individuals, firms or consortiums are invited to submit a proposal to the Silverthorne

Dillon Joint Sewer Authority (“hereinafter referred to as “SDJSA”) for professional services to

Audit the EQRs currently used by the SDJSA and its five participants, and to recommend changes to those values where discrepancies between recorded values and EQRs in use are found.

The purpose of this solicitation is to bind a competent, experienced professional into a formal

Agreement with the SDJSA to perform the work described in this Request for Proposals and the attachments hereto.

Proposers are cautioned to read the entire Request for Proposals, noting all submittal requirements, including both substance and format. Failure to provide all requested information in the manner required might be cause for rejection of the proposal at the sole discretion of the SDJSA.

This invitation should not be construed as a commitment of any kind on the part of the SDJSA, nor does it commit the SDJSA to pay for any costs incurred in the submission of a proposal package, nor for any costs incurred prior to the execution of a formal Agreement.

2. Procurement Schedule

To be considered, proposals must be received by the SDJSA as shown in the table below:

Advertise RFP Week of January 29th, 2025

Deadline for SDJSA’s response to Procedural and Technical

Questions

3:00 P.M. Wednesday, February 12th, 2025

RFP Due 3:00 P.M. Wednesday, February 26th, 2025

The Proposal shall be delivered via email, and clearly identified as such in the subject line, to the

SDJSA, care of the SDJSA Operations Superintendent, Jason Kruckeberg at jkruckeberg@silverthorne.org.

Any proposal received after that time shall not be considered. Prospective proposers are advised that the SDJSA shall make a good faith effort to adhere to the schedule shown in Section I.3, page five of this RFP, “Form of Response”.

However, SDJSA shall be under no obligation to comply with the schedules shown. All prospective proposers or other interested parties known to the SDJSA may be notified equally of changes made to this schedule by the SDJSA within a reasonable time after such changes are made.

In no event shall any proposer have any redress to the SDJSA, be it financial or otherwise, if the mailto:jkruckeberg@silverthorne.org

SDJSA alters this schedule in any way. Responsibility for submitting the proposal to the SDJSA on or before the above stated time shall remain solely and strictly that of the proposer. The SDJSA shall in no way be responsible for delays in the delivery of any proposal via email. The SDJSA shall not be responsible for premature opening of proposals that are not marked properly as described above.

3. Form of Response

This subsection contains detailed instructions to which proposers must adhere in the preparation and submittal of proposals to the SDJSA.

Proposal: The proposer shall provide a digital PDF format version of the proposal to SDJSA by the date and time shown in the above schedule unless otherwise notified by the SDJSA.

Proposers are advised that proposal content and completeness are most important, and that clear and effective presentations are preferred, with unnecessarily elaborate, decorative, or extraneous materials discouraged. Each section within the proposal shall be clearly labeled for easy reference.

The proposal shall contain the following information and attachments:

Cover Letter: Identify the proposer’s name; mailing address; telephone number and contact person(s). The letter must be signed by the proposer and must be limited to two (2) pages.

Consortiums, joint ventures, or teams submitting proposals, although permitted and encouraged, will not be considered unless it is established that all contractual responsibility rests solely with one firm or one legal entity, which shall not be a subsidiary or affiliate with limited resources; and the entity responsible for execution on behalf of the team shall be indicated.

Organizational Information: Provide a statement of the proposer’s corporate status and background, including but not necessarily limited to the following: Legal status; organizational structure; current list of Owners, officers, and principals; management philosophy; brief history;

type(s) of business conducted; business locations and facilities; customer base; and ability to obtain the required insurance. This must be limited to four (4) pages

References: List completed projects, preferably similar in nature, within the past (5) years. Include references from previous project Owners with names and telephone numbers.

List any other projects similar in size, preferably in Colorado, that have been performed by the proposer. Provide the following information for each reference:

Client Name: ______________________________________

Address: ______________________________________

Contact Person: __________________________Telephone: (___) _____________

Project Dates: _______________________________

Project Description ________________________________________________

Original Project Budget: ______________________________

Final Project Cost: ______________________________

Explanation of variation from original budget to final project cost:

Project Manager and Personnel: Describe the qualifications, experience, and availability of the proposer’s candidate for project manager. Proposers are advised that failure to provide and maintain the individuals selected as project manager and project superintendent as indicated in the proposal may constitute cause for cancellation of contract award or termination of any Agreement between the SDJSA and the proposer. Additionally, describe the key personnel who will contribute to the

Project, including project managers with appropriate expertise in related projects. Such descriptions shall include, but not necessarily be limited to name and job title, years of experience, qualifications, expertise, and availability. Include resumes. Include information on how the

Project Manager will communicate and relay information to the team, and how they may be proactive in collaboratively solving project issues.

Project Approach: Describe the approach that the proposer would take in completing the project to meet the SDJSA’s needs. Project approach should be concise. Processes and elements should be described in this section of the proposal. Any other creative or innovative ideas should be described in this section.

Project Schedule: The proposer shall provide an estimated schedule that includes constraints, critical issues, meeting dates, review periods and delivery. The proposer should provide a schedule that they can realistically accomplish with the goal of completing the project by schedule below. If the proposer is not able to meet the following schedule, then an alternate schedule may be proposed with an explanation as to why it was necessary.

Below is a list of approximate milestone dates developed by the SDJSA.

Award Contract Monday, April 11th, 2025

Sign and Execute Contract Thursday, April 28th, 2025

Present Preliminary Report Wednesday, May 25th, 2025

Complete Contract, Present Final

Report

Friday, May 27th, 2025

Fee Schedule: Proposal shall include a fee for each task described in Section II “Scope of

Services”.

The Proposer shall identify any other required services and associated costs not included above that the Proposer believes are necessary to successfully complete the project.

The Proposer shall identify and recommend any Additional Related Services available and their associated costs.

Each proposer shall certify that its price proposal shall remain valid for a period of at least one hundred and twenty (120) days. In the event that a contract award by the SDJSA is delayed beyond the 120-day period, any such award shall be conditioned upon the proposer's acceptance.

Financial Information: Provide a statement of the proposer’s financial condition relative to the performance of this Project, specifically addressing ability to finance and maintain cash flow during the Project. The SDJSA may require the proposer to provide additional information to satisfy this requirement.

Statement of Insurance: The Proposer must provide the minimum insurance coverage levels as shown below and give evidence of same with copies of certificate(s) of insurance or letter(s) of intent to provide insurance from competent provider(s) doing business in the State of Colorado with an “A” rating as shown in the most recent edition of “Best’s Insurance Reports.”

o Worker's Compensation insurance to cover obligations imposed by applicable laws for any employee of Proposer or a sub-consultant engaged in the performance of work under this

Agreement. Evidence of qualified self-insured status may be substituted for the Workmen's

Compensation requirements of this Paragraph.

o General Liability insurance with minimum combined single limits of $2,000,000. The policy shall be applicable to all premises and operations. The policy shall include coverage for bodily injury, broad form property damage (including completed operations), personal injury (including coverage for contractual and employees' acts), blanket contractual, products, and completed operations. The policy shall contain a “severability of interests” provision.

o Comprehensive Automobile Liability insurance with minimum combined single limits for bodily injury and property damage of not less than $1,000,000 each occurrence and

$1,000,000 aggregate with respect to each of Consultant's owned, hired, or non-owned vehicles assigned to or used in performance of this Agreement. The policy shall contain a

“severability of interests” provisions.

Qualifications and Requirements:

1. The proposer must obtain a Town of Silverthorne business license prior to starting work on this project.

Attachment A: Acknowledgment of Receipt of RFP Packet, and Addenda: This form must be completed and signed by the proposer and attached to the proposal.

In the event the proposer intends to borrow any funds to finance any portion of the work pertaining to the Project, a letter of intent from the bank or other lending agency must be attached, indicating the minimum amount which will be loaned and the applicable percentage rate of interest to be charged. The letter of intent may contain the qualification that the loan will only be consummated upon award of a contract by the SDJSA.

Proposer may request in their proposal that any financial information submitted to establish the financial capability, price proposal, overhead rates, and other aspects of the proposer’s fiscal condition shall be handled as confidential data and utilized on a "need-to-know" basis for proposal evaluation. The SDJSA shall then make reasonable efforts to avoid disclosure to parties unrelated to the proposal evaluation process.

Any proposal not submitted in this format shall be deemed to be non-responsive and shall not be considered further by the SDJSA. The signer of the proposal must declare that the only person(s), company or parties interested in the contract as principals are named herein; that it is, in all respects, fair and in good faith without collusion or fraud; and that the signer of the proposal has the authority to bind the principal Proposer.

4. Selection Process

Each responsive proposal received by the SDJSA shall be evaluated in a consistent manner as described in this subsection. A responsive proposal is one that complies with all material aspects of the solicitation, both as to the method and timeliness of submission, and as to the substance of any resulting contract. Prospective proposers are required to submit all required forms, attachments, insurance certificates, and other information as required in the RFP.

SDJSA will review all responsive proposals. The proposals will be evaluated based on completeness, experience of proposer at this type of work, personnel proposed to work on the job, fee price and structure.

The SDJSA may identify up to three (3) proposers who are considered to be best qualified to perform the work required by the SDJSA, that may be invited to participate in oral interviews for the purpose of clarifying and confirming offerings and assertions made in the proposals.

The SDJSA reserves the right to delay making an award, as may be necessary to permit proper study and analysis of all proposals received, or to split award on proposals, or to reject any or all proposals received, and to make a pre-award survey to determine the capability of any or all proposers. The SDJSA reserves the right to reject any or all proposals and to negotiate matters of

Proposer performance, project schedule and other issues not directly related to the proposal price submitted prior to awarding a contract. The SDJSA further reserves the right to cancel the procurement process at any time during the evaluation process for any reason whatsoever.

5. Inquiries

Proposers may make inquiries in writing to SDJSA at any time prior to Wednesday, February

15th, 2025, 3:00 p.m. Any written question from a proposer regarding the meaning or interpretation of the RFP, work scope, etc., must be submitted to the SDJSA prior to the above-specified date. All clarifications given to any prospective proposer shall be similarly furnished to all prospective proposers in summary form as an addendum. No technical assistance shall be given by the SDJSA to any Proposer in preparation of its proposal.

Written inquiries shall only be directed to:

Jason Kruckeberg

Silverthorne Dillon Joint Sewer Authority jkruckeberg@silverthorne.org

P.O. Box 1309

Silverthorne, CO 80498

6. Addenda

Any or all changes, additions, or clarifications in connection with this RFP shall be issued by the

SDJSA in the form of written addenda. Each proposer must sign the “Acknowledgment of

Receipt of RFP Addenda” form (Attachment B) and submit the executed form with its proposal.

Oral comments, responses and/or representations shall not be binding upon the SDJSA.

7. Consideration of Proposals

The SDJSA reserves all rights to investigate the qualifications of all individuals and firms under consideration; to perform a financial audit of one or more firms; to confirm any part of the information furnished in a proposal, and to require further evidence of managerial, financial, or professional capabilities which are considered necessary for the successful performance of work described in this RFP. The SDJSA reserves the right to reject any or all proposals and to waive minor irregularities in proposals received.

8. Disclosure of Proposal Contents

All proposals and supporting documents, except such information that discloses proprietary or financial information submitted in response to qualification statements, becomes public information held in custody of the SDJSA after the proposal submittal date given in this RFP. The

SDJSA assumes no liability for the use or disclosure of technical or cost data submitted by any proposer.

However, if a proposal contains information that the respondent does not want disclosed to the public, or used for any purpose other than the evaluation of this offer, all such information must be indicated with the following or similar statement:

"The information contained on pages [indicate which pages] shall not be duplicated, used in whole or in part for any purpose other than to evaluate the proposal provided except that if a contract is awarded to this firm as a result of the submission of such information, the SDJSA shall have the right to duplicate, use or disclose this information to the extent provided in the contract. This restriction does not limit the

SDJSA’s right to use the information contained herein if also obtained from another source."

mailto:jkruckeberg@silverthorne.org

All such nondisclosure items specified in the proposal shall be subject to disclosure as provided in

Part 2 of Article 72 of Title 24, C.R.S. ("The Colorado Public Records Act") or as otherwise provided by law.

9. Original Proposal

The successful proposal must be an original work product of the submitting individual, firm, or team. Copying, paraphrasing, or otherwise using significant portions of the work product of another organization when presenting a proposal to the SDJSA shall not be permitted. Failure to adhere to this instruction may result in the rejection of the proposal.

10. Investigation of Conditions

All proposers are encouraged to review this RFP carefully and to investigate all conditions involved in the execution of work. The selected firm shall not be allowed additional compensation for items on which it has failed to inform itself prior to the opening of proposals.

11. Withdrawal of Proposal

After the time that proposals are due as prescribed herein, no proposal may be withdrawn for a period of one hundred and twenty (120) calendar days. Negligence on the part of a proposer in preparing its proposal shall not confer a right of withdrawal after the date proposals are due and received by the SDJSA.

12. Single Proposal Response

In the event that only one (1) proposal is received in response to this RFP, the SDJSA may require assistance from this single responsive and responsible proposer in the preparation of a proposal price analysis in order to determine whether the single proposal received by the SDJSA is fair and reasonable.

13. Conflicts and Inconsistencies

In the event of a conflict or inconsistency between any portions of the RFP and attachments, including drawings, specifications, is found prior to the date proposals are due, the SDJSA shall resolve such conflict or inconsistency and provide written notice of the single interpretation to all known proposers by written addendum.

14. Contract Award

The SDJSA maintains the right, but shall be under no obligation, to award a contract to the responsive and responsible proposer whose offer is deemed by the SDJSA to be most advantageous to the SDJSA as determined by capability, qualifications, and other factors set forth herein.

Proposers are hereby advised that contract award is subject to approval by a resolution of the

Silverthorne Town Council acting as the Governing Board of the Lead Agency for the Silverthorne

Dillon Joint Sewer Authority.

15. News Releases

Written approval by the SDJSA is required prior to any public disclosure regarding this RFP or any subsequent awards.

16. Cost of Proposal Preparation

The SDJSA shall not be liable for any costs or expenses incurred for the preparation of proposals submitted in response to this RFP or for any other cost incurred prior to execution of a formal agreement. Proposers shall not include such expenses as part of the price proposed. The SDJSA shall be held harmless and free from all liability, claims or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this RFP.

SECTION II: SCOPE OF SERVICES

1. Background

The Silverthorne Dillon Joint Sewer Authority was established in 1971 between five

Participants: the Towns of Dillon and Silverthorne, and the Districts of Buffalo Mountain, Dillon

Valley, and Mesa Cortina. The Joint Authority Agreement uses an EQR definition to quantify usage of the SDJSA assets and establish fair billing to the Participants for wholesale wastewater conveyance and treatment services. While the defining parameters of an EQR are subject to revision, the application of an EQR to a use or property remains consistent as described in

Schedule F. A periodic review and inventory audit of EQRs reported by Participants to the

SDJSA and Lead Agency by a Third Party has been used to verify proper billing and capacity allotments of the SDJSA facilities and assets by the Participants.

2. Scope Description

1. Audit EQRs reported in use by reviewing existing documents available online and as may be available through the SDJSA or Participants. Resources may include billing lists provided by Participants to the Auditor for the purpose of establishing EQR assignments, public records that indicate characteristics of properties that define EQRs in use, e.g. data from the Summit County Assessor’s Office, and previous audits. Residential EQRs are to be audited by comparison of service address bed/bath counts to data recorded by the

Summit County Assessor. Commercial or Industrial EQRs may require site visits if records are incomplete. Identify discrepancies between recorded EQRs and Audited

EQRs based on data review.

2. Meetings with Staff. The proposer shall meet with JSA staff as necessary to provide a comprehensive report with recommendations and data. The proposals shall include the estimated number of meetings that the proposer thinks are needed to provide a comprehensive report.

3. Review and evaluate existing EQR assignments in Schedule F. Identify and propose EQR assignments for uses discovered by audit but not specified in Schedule F.

3. Deliverable items

1. Preliminary Report – This deliverable is a draft report that includes the initial findings and recommendations along with all the supporting data associated with the study to date.

Each Participant shall have an individual report for its service area organized in sections by service address type: Residential, or Commercial/Industrial. Submittals shall be searchable electronic format, either MS Office Suite or OCR compatible PDF.

2. Final Report - This deliverable is a final report that includes all the final findings and recommendations along with all the supporting data associated with the study. This report will include any changes and/or edits resulting from the review of the Preliminary

Report.

SECTION III: SUBMITTAL FORMS

1. PROPOSAL SUBMITTAL CHECKLIST

This form must be completed and returned with the proposal submittal.

Attachment Description Initials

Cover Letter (signed)

Organizational Information

References

Project Management and Personnel

Project Approach

Project Schedule

Fee Schedule

Financial Information

Statement of Insurance

Qualifications and Requirements

Acknowledgment of Receipt of RFP Packet and Addenda

Printed Name

Title of Proposer

Signature

Date:

2. ATTACHMENT A

ACKNOWLEDGMENT OF RECEIPT OF RFP PACKET AND ADDENDA

The undersigned hereby acknowledges receipt of the Silverthorne Dillon Joint Sewer Authority

Request for Proposals (RFP) packet, and the following addenda issued during the procurement process.

Addendum #1: ______________________________________ dated ___________

Addendum #2: ______________________________________ dated ___________

Addendum #3: ______________________________________ dated __________

Failure to acknowledge receipt of the proposal packet below, and all addenda may cause the proposal to be considered non-responsive to this solicitation.

Name of Proposer: _______________________________

Signature of Proposer:_______________________________

Date: ___________________________________