Library District Survey Project RFP 2025.pdf

City of Durango · 49 E 2nd Ave · Durango CO 81301 · 970.375.499 Page 1 of 10 07/07/25

Request for Proposals for

Library District Survey Project

CITY OF DURANGO, COLORADO

July 9, 2025

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REQUEST FOR PROFESSIONAL SERVICES

The City of Durango, Colorado, by and through the Purchasing Manager, is accepting proposals from qualified firms for a Library District Survey Project, in accordance with the terms, conditions, and specifications contained in these documents.

In the following Request for Proposals, the terms Contractor, Respondent, and Bidder may be used interchangeably and are intended to be inclusive for all consultants and design and labor disciplines necessary to fulfill the required services needed to successfully propose, initiate, and complete the project. The terms shall mean the responsible person or company that is leading the project and who will be the signatory on the Agreement. The terms Bid and Proposal are similarly used interchangeably and are intended to describe the final proposal for the work and associated final cost.

Offerors wishing to participate should ensure they have all addenda prior to submission of the proposal. Failure to acknowledge receipt of any addenda applicable to this project could result in the rejection of your proposal.

This project and any subsequent addenda will be posted to the Rocky Mountain E-Purchasing System (RMEPS) website (www.bidnetdirect.com/colorado). Firms are encouraged to register with RMEPS for all City bid opportunities.

Questions Each offeror, before submitting his proposal, shall become fully informed as to the extent and character of work required. All questions must be submitted in writing via RMEPS, www.bidnetdirect.com/colorado .

Question Deadline: July 22, 2025., 3:00 P.M. (Local Time) (Questions received after the deadline may not be accepted.)

Submittal Instructions (Reference: Required Submittals Section) Submittal requirements are outlined in the Submittals Section of the Bid Documents

Project Title: Library District Survey Project

Due Date and Time: July 31, 2025. 3:00 P.M. (Local Times)

Deliver Bid Electronically to Rocky Mountain E-Purchasing System, www.bidnetdirect.com/colorado, It is the sole responsibility of the respondent to see that the proposal is received before the submission deadline. Late proposals will not be considered.

All proposals submitted shall be binding upon the respondent if accepted by the City within sixty

(60) calendar days of the submission date. Negligence upon the part of the respondent in preparing the proposal confers no right of withdrawal after the time fixed for the submission of proposal.

This project is being bid in accordance with the City of Durango Purchasing Policy.

Bob Grogan, Jr.

Purchasing Manager, July 3, 2025 Published: July 9 & 11, 2025.

http://www.bidnetdirect.com/colorado

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I. INVITATION / INTENT

The City of Durango, Colorado invites all interested, qualified persons or firms capable of providing the required services to submit proposals to administer, analyze, and report on a comprehensive survey regarding public attitudes towards the potential formation of an independent Library District for the Durango Public Library (a department of the City of Durango). This survey aims to gauge community interest, understand service priorities, and assess potential support for the conversion of the Durango Public Library (DPL) into an independent Library District (ILD) within the proposed district area.

This effort will be in coordination with relevant agencies and stakeholders including the Durango Public Library, City of Durango officials and La Plata County officials. The survey findings will provide the City with critical insights to inform decisions regarding the potential formation of an ILD, ensuring that future library services align with community needs and preferences. Specific services to be provided are detailed within the Scope of Services defined within this Request for Proposals. The City reserves the right to negotiate any and all elements of any consultant proposal.

The City of Durango Standard Agreement is provided herein, is for reference only, and is non-negotiable.

This RFP includes a project description, scope of work, submission requirements, selection process and criteria, insurance requirements, and Sample Standard Form of Agreement between City and Consultant for Professional Services Agreement. Sample Agreement is for reference only and is non-negotiable.

Any Proposal that fails to conform to the essential requirements of the Request for Professional Services will be rejected.

1) Any proposal that does not conform to the applicable specifications shall be rejected unless the invitation authorizes the submission of alternate proposals and the items or services offered as alternates meet the requirements specified in the RFP.

2) Proposal shall be rejected when the Offeror imposes conditions that would modify requirements of the invitation or limit the Consultant's liability to the Owner, since to allow the bidder to impose such conditions would be prejudicial to other bidders. For example, bids shall be rejected in which the bidder:

a. Protects against future changes in conditions, such as increased costs, of total possible costs cannot be determined

b. Fails to state a price and indicates that price shall be “price in effect at time of delivery”.

c. Takes exceptions to the RFP terms and conditions.

d. Inserts the Offer’s terms and conditions.

e. Prospective firms are encouraged to carefully read this RFP in its entirety.

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II. PROPOSED SCHEDULE

III. INTRODUCTION AND BACKGROUND

The Durango Public Library (DPL), a department of the City of Durango, is centrally located in southwest Colorado, serving as the primary public library for all of La Plata County. According to the US Census Bureau, the library serves a population of 56,310 people across the county, even though three other smaller library districts exist within the county's boundaries.

Currently, the DPL is funded through the City of Durango's and La Plata County’s Joint Sales Tax. This is not a designated fund, so the funding rates are reconsidered annually. To explore potential opportunities for enhanced and more sustainable library services, the City of Durango is considering the formation of an Independent Library District (ILD). An ILD would establish a dedicated funding mechanism for library services, potentially allowing for greater operational autonomy, expanded programs, and improved facilities to better meet the evolving needs of the community.

The decision to pursue an ILD is a significant step that requires a thorough understanding of public sentiment and priorities. The City recognizes the importance of community input in this process to ensure any proposed changes reflect the desires of the residents who would be served by and fund the new district. The City commissioned a Financial Analysis and Survey in 2022.

Due to changing property values since that time, the City wants to compare the data of this proposed 2025 survey to our previous 2022 survey results. Therefore, no survey design is required.

Project’s 1st Publication

July 9, 2025.

Project’s 2nd Publication

July 11, 2025.

Offeror’s Questions Due

July 22, 2025. 3:00 P.M. (Local Time)

Final Addendum Issued by Purchasing

July 25, 2025. 3:00 P.M. (Local Time)

Proposals Due July 31, 2025. 3:00 P.M. (Local Time) Interviews if necessary

Week of August 4, 2025.

Notice of Award Week of August 18, 2025.

Notice to Proceed TBD.

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It is the objective of the City to:

• Gauge community interest and potential support for the conversion of the Durango Public

Library into an Independent Library District.

• Understand public priorities regarding library services, programs, and facilities.

• Identify any concerns or questions the community may have about the proposed Library

District.

• Inform decision-making by the City Council and County Commissioners regarding the potential formation of an ILD, based on statistically valid public input.

This survey will provide crucial data and insights, complementing existing knowledge about library usage and community demographics, to help the City make informed decisions about the future of library services in Durango and the surrounding county.

IV. SCOPE OF SERVICES

The selected consultant will administer, analyze, and report on a comprehensive community interest survey for the City of Durango. This survey aims to gauge public attitudes, understanding, and potential support for the formation of an independent Library District for the Durango Public Library. The consultant's work shall include:

• Survey Administration: Implement the approved survey methodology to collect data from the defined target audience, ensuring a statistically valid and representative sample.

• Data Analysis: Analyze the collected survey results to identify key trends, public opinions, and areas of support or concern regarding a potential Library District. This analysis should include breakdowns by relevant demographics such as geographic location within the proposed district, age, household income, and current library usage patterns.

• Reporting: Prepare and submit a detailed written report summarizing the survey methodologies, key findings, and actionable recommendations for community engagement and decision-making regarding the proposed Library District. This report should be clear, concise, and accessible.

• Presentation: Present the survey findings and recommendations to the City Council, La Plata County Commissioners, and other relevant stakeholders. This will involve preparing clear and engaging presentation materials.

I. Meeting Attendance

In addition to scheduled project team meetings with City of Durango staff, the selected consultant shall attend up to three (3) public meetings with the City Council, County Commissioners, and potentially other advisory boards or community groups as needed. While in-person attendance is preferred, some meetings may be attended virtually depending on their nature and agreement with the City.

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The consultant shall be responsible for providing meeting minutes, including a summary of comments received, for all public meetings.

Additional staff and consultant phone conferences and/or meetings may be held as needed to facilitate the process.

II. Outreach:

The consultant shall provide marketing assistance for the survey and associated outreach activities to ensure broad community awareness and participation.

III. Budget

This project has an estimated budget of $10,000-$15,000 for the comprehensive community interest survey and related services.

IV. Deliverables

The consultant shall provide electronic versions of all deliverables in Word and/or PDF format for review. All PDF deliverables shall meet ADA accessibility requirements. The final comprehensive report shall be submitted in both Word and PDF.

V. SUBMISSION REQUIREMENTS

The consultant shall provide one electronic copy of the proposal submitted via RMEP, www.bidnetdirect.com/colorado. The proposal should address all requests within this RFPS and specifically document the process for each phase of the project using appropriate text, graphs, tables, maps, and any other information necessary to describe the work program. Proposals shall not exceed twenty (20) pages in length. Front/ Back and minimum #12 font.

The proposal shall be organized using the following format:

1) Table of Contents

2) References and Experience: List those projects your Project Team has completed within the past five (5) years that are similar to that requested by this RFP. Special attention should be given to projects that your team has completed for the City of Durango or other governmental entities. With each reference, include the name, address, persons to contact, telephone number, a description of the project completed, and the time required to complete the project.

3) Project Organization: List key personnel who will be assigned to the project. List the person’s name, title, project assignments, years of experience, licenses, and any other qualifications relevant to the City’s project. List the names, addresses, telephone numbers, credentials, and roles of all team members. Provide the same information for all sub-consultant personnel. Include which sub-consultants of the team of worked together on previous projects.

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4) Project Approach. Describe your firm’s work plan for each element of the project based on the scope of services defined in this RFP. Narrative and project approach, including goals, controls, concepts, and critical issues, should be included. The selected consultant will be required to submit a detailed work plan that should include a spreadsheet quantifying each Scope of Work component by the estimated hours broken down by contributing staff and estimated date of completion.

5) Include a proposed timeline that includes each phase of the Scope of Work. Provide a discussion of your team’s volume of previous awards, current and anticipated workload.

6) Identify all services that will not be included in the contract and are expected to be provided by City of Durango.

Include a statement that the firm maintains the insurance required in this RFP.

VI. SELECTION PROCESS

A selection committee, comprised of City Staff, will evaluate the submittals. Members of the Selection Committee will review and rate each proposal based on the following criteria:

Criteria Possible Points Firms Experience and References 0- 25 Qualifications of Key Personnel 0- 20 Narrative and Project Approach 0- 25 Project Schedule 0- 15 Overall Responsiveness to the RFPS 0- 15

Note: The City reserves the right, where it may serve the City’s best interest, to request additional information or clarification from firms, or to allow corrections of errors or omissions.

At the sole discretion of the City or the Selection Committee, firms submitting proposals may be requested to make oral presentations as part of the evaluation process. Such presentations will provide firms with an opportunity to answer any questions the Selection Committee may have on a firm's proposal. Not all firms may be asked to make such oral presentations. The cost of any such presentation or interview shall be the sole responsibility of the proposer.

Direct contact with city elected officials or city staff, other than the Purchasing Manager, during the bid/proposal process may render the bid/proposal non-compliant. If such an infraction is determined, at the Purchasing Manager’s discretion, no further consideration may be given to the bid/proposal.

Final Selection. The City of Durango will select a firm based upon the recommendation of the Selection Committee.

It is anticipated that a firm will be selected on or before the week of August 18, 2025.

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All respondents must initially represent themselves solely by their written submittal. Based upon the Selection Committee’s findings, a consultant will be selected or a minimum of three finalists may be requested to provide in-person presentations at the firm's sole expense.

VII. CERTIFICATIONS AND STATEMENTS

The firm must provide certification that its proposal is made without previous understanding, agreement, or connection with any person, firm, or corporation making a proposal; without prior knowledge of competitive prices, and it is in all respects fair; and without outside control, collusion, fraud, or otherwise illegal action.

The firm must certify that no member of the City Council of Durango, Colorado, or members of his or her immediate family, or other officer or employee of the City, has received or has been promised directly or indirectly any financial benefit related to the RFPS.

VIII. INSURANCE

A. The Successful Contractor shall not commence work under this Agreement until it has obtained all insurance required by the contract documents and such insurance has been approved by the City. The Contractor shall not allow any subcontractor to commence work on this project until all similar insurance required of the subcontractor has been obtained and approved. For the duration of this Agreement, the Contractor must maintain the insurance coverage required in this section.

B. The Successful Contractor shall procure and maintain, at its own cost, the following policy or policies of insurance. The Contractor shall not be relieved of any liability, claims, demands, or other obligations assumed pursuant to the contract documents by reason of its failure to procure or maintain insurance or by reason of its failure to procure or maintain insurance in sufficient amounts, durations, or types.

C. Successful Contractor shall procure and maintain and shall cause each Subcontractor of the Contractor to procure and maintain (or shall insure the activity of Contractor’s Subcontractors in Contractor’s own policy with respect to), the minimum insurance coverages listed below.

Such coverages shall be procured and maintained with forms and insurers acceptable to the City. All coverages shall be continuously maintained from the date of commencement of the Work. In the case of any claims-made policy, the necessary retroactive dates and extended reporting periods shall be procured to maintain such continuous coverage.

1. Worker’s Compensation insurance to cover obligations imposed by the Workers’ Compensation Act of Colorado and any other applicable laws for any employee engaged in the performance of Work under this contract, and Employers’ Liability insurance with minimum limits of One Million Dollars ($1,000,000) each accident, One Million Dollars ($1,000,000) – policy limit, and One Million Dollars ($1,000,000) disease – each employee.

2. Comprehensive General Liability insurance with minimum single limits of One Million Dollars ($1,000,000) each occurrence and Two Million Dollars ($2,000,000) aggregate. The policy shall be applicable to all premises and operations. The policy

Page 9 of 10 07/07/25 shall include coverage for bodily injury, broad form property damage (including completed operations), personal injury (including coverage for contractual and employee acts), blanket contractual, independent contractors, products, and completed operations. The policy shall include coverage for explosion, collapse, and underground hazards. The policy shall contain a severability of interest’s provision.

3. Comprehensive Automobile Liability insurance with minimum combined single limits for bodily injury and property damage of not less than Five Hundred Thousand Dollars ($500,000) each occurrence and One Million Dollars ($1,000,000) aggregate with respect to each of Contractor’s owned, hired and/or non-owned vehicles assigned to or used in performance of the services. The policy shall contain a severability of interest’s provision.

D. The policies required above, except for the Workers’ Compensation insurance and Employer’s Liability insurance, shall be endorsed to include the City, and its officers and employees, as additional insured. Every policy required above shall be primary insurance, and any insurance carried by the City, its officers or its employees, shall be excess and not contributory insurance to that provided by

E. Contractor. The additional insured endorsement for the Comprehensive General Liability insurance required above shall not contain any exclusion for bodily injury or property damage arising from completed operations. The Contractor shall be solely responsible for any deductible losses under each of the policies required above.

F. Certificates of insurance shall be completed by the Contractor’s insurance agent as evidence that policies providing the required coverages, conditions, and minimum limits are in full force and effect, and copies of such certificates shall be forwarded to the City prior to start of Work.

Each certificate shall identify the Project and shall provide that the coverages afforded under the policies shall not be cancelled, terminated or materially changed until at least 30 days prior written notice has been given to the City. If the words “endeavor to” appear in the portion of the certificate addressing cancellation, those words shall be stricken from the certificate by the agent(s) completing the certificate. The City reserves the right to request and receive a certified copy of any policy and any endorsement thereto.

G. Failure on the part of the Contractor to procure or maintain policies providing the required coverages, conditions, and minimum limits shall constitute a material breach of contract upon which the City may immediately terminate the contract, or at its discretion may procure or renew any such policy or any extended reporting period thereto and may pay any and all premiums in connection therewith, and all monies so paid by the City shall be repaid by the Contractor to the City.

H. City upon demand, or the City may offset the cost of the premiums against any monies due to Contractor from the Owner.

IX. REQUIREMENTS AND GENERAL INFORMATION

A. The City of Durango is exempt from all local, state, and federal taxes.

B. The selected consultant must have or obtain a current City Business License before initiating work on this project.

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C. The selected consultant must complete a W-9 form (Taxpayer Identification No.) upon award.

D. The City of Durango reserves the right to reject any and all proposals, to waive any informalities or minor irregularities in proposals, and to accept the proposal deemed, in the opinion of the City, to be in the best interest of the City.

E. Direct contact with city elected officials or city staff, other than the Grants/Contracts Division, during the bid/proposal process may render the bid/proposal as non-compliant.

At the Grants/Contracts Manager’s discretion, no further consideration may be given to the bid/proposal.

X. PROPOSAL SUBMISSION

A. Proposals shall be filed electronically via: www.bidnetdirect.com/colorado prior to the date and time specified above as a single pdf file in your firm’s name. Late proposals will not be accepted. Proposals shall not exceed twenty (20) pages in length.

B. The City of Durango reserves the right to reject any and all bids.

C. Retain one copy for your records.

D. A successful Consultant must have or obtain a current City Business License when awarded the contract.

E. Successful Vendor must complete a W-9 form (Taxpayer Identification No.) upon award.

F. The City of Durango is exempt from all local, state, and federal taxes.

G. The City of Durango reserves the right to reject any and all bids and to waive informalities and minor irregularities in bids received and to accept any portion of the bid or all items proposed if deemed in the best interest of the City of Durango.

H. All bids and questions must be submitted via Rocky Mountain E-Purchasing, www.bidnetdirect.com/colorado

XI. ATTACHMENTS

Sample Consultants Agreement