Manitou Overlook Park - Higginbotham Flats RFP - 05-15-2024.pdf

2024-009

CITY OF MANITOU SPRINGS

Manitou Overlook Park – Higginbotham Flats Master Plan

REQUEST FOR PROPOSALS

Design

May 15th, 2024

606 Manitou Avenue Manitou Springs, CO 80829

REQUEST FOR PROPOSALS

RFP 2024-009

City Contact: Gillian Rossi Parks and Recreation Director Email: grossi@manitouspringsco.gov Telephone Number: 719-492-0293

PRE-PROPOSAL CONFERENCE:

A pre-proposal conference will be held on Tuesday, May 21st, 2024, at 9 a.m., at the City of Manitou Springs Higginbotham Flats 0 Topeka Rd, Manitou Springs, CO 80829. The purpose of this pre-proposal conference is to discuss this Request for Proposals.

PROPOSAL CRITERION/SUBMITTAL REQUIREMENTS:

Proposals must be received no later than: Wednesday, June 26th, 2024 at 5:00 pm.

(Proposals received after this date and time will not be considered for award.)

A signed Attachment A – Proposal Acknowledgement Form – must be included with submitted proposals.

All Addendums must be signed and included with submitted proposals.

The City will only accept proposals EMAILED to the City Contact(s). Emails containing proposals, or link to proposal, must contain the RFP Title and RFP Number in the Subject line. The body of the email must contain:

COMPANY NAME

RFP TITLE

RFP NUMBER

DUE DATE AND TIME

LINK TO PROPOSAL (if size of proposal exceeds email limitations).

SCHEDULE OF EVENTS (MST - subject to change)

1. RFP PUBLISHED: Monday, May 13th, 2024

2. PRE-PROPOSAL SITE VISIT: Tuesday, May 21st, 2024 @ 9:00 A.M.

3. DEADLINE FOR QUESTIONS: Tuesday, May 28th, 2024 @ 5:00 P.M.

4. FINAL ADDENDUM ISSUED: Wednesday, June 5th, 2024

5. RFP SUBMITTAL DEADLINE: Wednesday, June 26th, 2024 @ 5:00 P.M.

6. NOTICE OF SELECTION: Friday, July 12th, 2024

BACKGROUND AND HISTORY

Manitou Springs was founded in 1872 by Englishman Dr. William Bell and his business partner General William Palmer as a scenic health resort. The town was incorporated in 1876 and is now a “home rule city” of approximately 5,000 residents.

“Manitou,” a Native American word for “great spirit,” describes this beautiful mountain community.

Eight naturally carbonated mineral spring fountains, located throughout this historic town, run free for all who wish to enjoy their healing benefits. The Ute, Cheyenne and other Native Americans considered this area sacred for its healing springs and clean mountain air.

The naturally occurring mineral springs have a rich history of giving and restoring health to people who traveled thousands of miles to be healed by the magical waters. Today, health and wellness continues to be a draw for residents and visitors who come to the area for its unparalleled quality of life and holistic, spiritually uplifting personality.

Manitou Springs is also a vibrant artisan community, home to world class art, music, theater, and sidewalk sculpture displays. The Historic District is lined with unique art galleries, one of a kind gift shops and trading posts with handcrafted Native American treasures. Manitou Springs is home to dozens of artists and art galleries.

The City is approximately 3.2 square miles in area, with over 150 historic structures, including 27 historic arch bridges. Many homes are over 100-years old, and the approximately 30 miles of streets serving these residences are often narrow and steep.

The City is currently in the process of designing and developing the Manitou Overlook Park – Higginbotham Flats, located on Higginbotham Flats. For additional information you are encouraged to visit our website at www.manitouspringsgov.com.

PROJECT DESCRIPTION

The City of Manitou Springs is seeking proposals from qualified professionals to design and build the Manitou Springs Overlook Park - Higginbotham Flats, to include a Seven Rock Cairn Sculpture, which will be surrounded by native pollinator gardens, honoring the region’s Indigenous tribes and plants. Other garden areas with seating overlooking Englemann Canyon and the surrounding Manitou mountains can be Included in the design, including a rainwater collection structure, and other complimentary elements.

The park will be a model of sustainability, low maintenance, native plantings, permeable parking and walkways, and natural materials. This is a multi-phased project, with this RFP acting as “Phase 1 – Design.” The City intends to select a contractor who can also complete the second phase of the project, “Phase 2 – Construction Documents.”

To be in alignment with the Manitou Overlook Park – Higginbotham Flats vision, renderings should include the following key components:

http://www.manitouspringsgov.com/

1) Sculpture: To honor the Native American tribes of this region. A preliminary design by artist Manuel Pulido will be refined and incorporated as part of the final design.

2) Native Pollinator Garden: A demonstration garden with native plantings – trees, shrubs, wildflowers - intended to encourage wildlife and pollinator activity.

3) Pathways: Permeable pathways to encourage the enjoyment of the garden and overlooks.

4) Landscaped Parking: Parking area should be designed to seamlessly transition to the park area and be constructed of permeable materials.

a. Needs to be designed to “double” as an emergency helipad.

5) Signage: Appropriate signage, to include specific community landmarks, wildlife and Native American information.

6) Seating: Overlook and garden seating to encourage reflection and enhance visitors’ enjoyment of the park.

7) Rainwater Collection Structure: A multi-purpose structure intended to demonstrate innovative methods of rainwater collection. This structure might also serve as a pavilion for picnicking and small social gatherings.

8) Buffer Zones/Berms: Natural berms to improve site lines associated with surrounding commercial businesses and to minimize noise from the highway.

9) Lighting: No lighting.

10) Toilet(s): Composting toilet(s) for public use.

An essential component of this project is public input. The selected contractor will be required to meet twice with the Parks and Recreation Advisory Board (PARAB), once with the general public, and a presentation to City Council for a total of four meetings. Ideally, an initial meeting with PARAB will occur to launch the project and gather preliminary input. Following this meeting, the contractor will create two design drawings/options for PARAB to consider and offer feedback. A second meeting with the public will be presented with the designs for consideration and feedback, and the third meeting with PARAB will be necessary to finalize a design prior to construction. This draft drawing will then be presented to City Council for their review. When possible, meetings can occur via Zoom. The selected firm must have a team who can create construction documents based on the final approved Master Plan Design and conduct public charrettes to the general public and City Council.

Exhibit A includes a map of the area and visuals of the property.

PROPOSAL REQUIREMENTS

The City is seeking designs and bids from landscape architect firms who have experience and qualifications to serve as the City’s selected contractor. The City’s Project Manager, Parks & Recreation Director, and PARAB will work closely with the successful contractor/professional(s) on project needs.

The selected consultant will perform work under contract with City, using the City’s standard Services Agreement, and will agree to provide services to the City for the duration of the project.

The City’s selection process will include scoring of the proposals by a team comprised of City staff, PARAB members, and Save the Flats, Inc. Scoring will be based on the following:

- Qualifications of contractor and previous work experience

- Project team

- Project approach

- Project costs and design

STATEMENT OF QUALIFICATIONS

Statements of Qualifications (SOQ) submitted shall contain all information as requested herein, and any additional information necessary to summarize the overall benefit of the proposal to the City.

1. Introductory Letter. The introductory letter shall name the person or persons authorized to sign contracts and represent the consultant in any negotiations.

2. Company Information. Please provide the following:

a. Name, address, phone number, fax number and e-mail of the firm’s office which would be providing the service to the City of Manitou Springs as well as the location of the firm’s home office if other than the above.

b. Number of years in business

c. Insurance coverage. Provide a statement indicating that the firm has in effect or can obtain the insurance required by the City (do not provide insurance certificates with the proposal). Insurance coverage includes the following:

i. Comprehensive general liability

ii. Professional liability – Errors and Omissions

iii. Automobile liability

iv. Workers’ compensation

d. An acknowledgment of C.R.S. § 8-17.5-102, prohibiting the City from approving a contract for services with a contractor who knowingly employs or contracts with illegal aliens, and expression of intent to comply with the statute if the contract falls within its scope.

3. Project Team. This section should provide information regarding the firm’s project team who are likely to work on the project. Provide the names and resumes of the project team including the project manager and all key support professionals and include applicable registrations where appropriate. Include a description of the team’s experience with comparable projects, what role each team member provided for these projects, and the role expected on this work. Indicate in which office each team member is located. Include the number of experienced staff available to perform the requested services including specific qualifications and experience. If a multi-firm or team approach is proposed, clearly identify the responsibilities of each party and the assurances of performance offered. Please describe your history of working with members of the team. The City of Manitou Springs will contract with one primary firm, under which sub consultants may operate.

4. Project Experience/References. This section should provide information regarding the firm’s qualifications and experience in relation to the projects the RFP is intended to cover.

a. Discuss firm’s qualifications to perform the work of the size and nature described in this

RFP.

b. Provide specific firm qualifications to perform the general work described in this request including available resources, and recent, current and projected workload.

c. Discuss similar services and provide references concerning past performance including ability to meet schedules, cost control, and contract administration.

d. Discuss the firm’s familiarity with the Manitou area and Pike’s Peak Region.

e. Discuss avoidance of conflict of interest.

f. Describe any special capabilities of your firm, such as technical innovations, community outreach, financial assistance, cost effectiveness, permitting, etc.

g. Please provide a list of 3 clients of your company, preferably cities in the State of

Colorado, who have used your services in the design and/or construction of municipal infrastructure facilities or other related projects. Describe the service provided, the approximate total project cost and the cost of your service. List engineer’s estimate of construction versus final construction cost. Include the name, address and telephone number of the client’s contact person who is familiar with both the project and your firm’s role on the project.

5. Cost Schedule. Provide a schedule of costs for services that include the following:

a. Company name and address

b. Total project costs

c. Billing schedule

6. Project Approach. Provide initial thoughts on the project approach, including a minimum of two options for the design of the park. Share experience working with the public and how this will factor into the final design.

7. Conflict of Interest Please list any current (or potential) clients or projects which may be (or cause) a conflict of interest in working for the City of Manitou Springs and describe the possible extent of the conflict.

8. Other Information. Provide any other information deemed necessary to support the proposal.

General Requirements of the Selected Proposing Firm The successful firm shall:

1. Enter into a contract with the City.

2. Maintain insurance coverage for the duration of the contract period as outlined in the contract.

3. Operate as an independent contractor and will not be considered employee(s) of the City of

Manitou Springs.

4. Be paid on actual invoices (The City of Manitou Springs is a NET30 municipality) as work is completed.

Evaluation Criteria

A selection committee comprised of City staff, PARAB members, and Save the Flats, Inc. shall evaluate the proposals based on the criteria and weight given to each as set forth in the table below. Submitted proposals will be judged on the completeness and quality of its content. If necessary, based on the evaluations, a select number of firms may be invited to respond to a detailed request for an oral presentation.

PROPOSAL CONTENT AND EVALUATION CRITERIA

MAXIMUM

SCORE

Introductory letter Pass/Fail Qualifications and previous work experience 40 Project Team 20 Project Costs 20 Project Approach 20

Total Possible Points 100

Additional Evaluation Criteria.

The firms will be evaluated upon the following general criteria:

• Experience and expertise of project team members both individually and as a group;

• History of previous experience with similar projects;

• Results of reference checks;

• Consultant’s record for completing a task on time, within budget, estimating construction costs, and designing to a budgeted capital cost;

• Any special capabilities the team may bring to the projects;

• The consultant’s ability to follow directions; and

• Conciseness and completeness of the submission

Clarification of the SOQ The City reserves the right to obtain clarification of any point in the firm’s SOQ or to obtain additional information necessary to properly evaluate a particular SOQ. Failure of the firm to respond to such a request for additional information or clarification may result in rejection of the firm’s SOQ.

ADMINISTRATIVE INFORMATION

1. Issuing Office:

The City of Manitou Springs agent listed herein is to be the sole point of contact concerning this RFP.

Offerors shall not directly contact other personnel regarding matters concerning this RFP or to arrange meetings related to such.

2. Official Means of Communication:

All official communication from the City to offerors will be via e-mail. The City will post notices that will include, but not be limited to, any modifications to administrative or performance requirements, answers to inquiries received, clarifications to requirements, and the announcement of award.

3. Inquiries:

Prospective offerors may make written inquiries by e-mail before the written inquiry deadline concerning this RFP to obtain clarification of requirements. There will be opportunity to make inquiries during the pre-proposal conference. No inquiries will be accepted after the deadline.

Inquiries regarding this RFP (be sure to reference RFP number) should be referred to:

E-Mail: grossi@manitouspringsco.gov Subject Line: 2024-009 Manitou Overlook Park – Higginbotham Flats Master Plan

Response to offerors’ inquiries will be e-mailed by the final addendum date listed herein. Offerors cannot rely on any other statements that clarify or alter any specification or other term or condition of the RFP.

Should any interested offeror, sales representative, or manufacturer find any part of the listed 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 City of such matters immediately upon discovery.

4. Insurance and Bonding:

The successful contractor will be required to provide a Certificate of Insurance or other proof of insurance naming the City of Manitou Springs and its agents as "additional insured".

Coverage must include:

WORKERS COMPENSATION coverage with limits in accordance with State of Colorado requirements and any other applicable laws for any employee engaged in the performance of Work under this contract;

COMMERCIAL GENERAL LIABILITY coverage written on ISO occurrence form CG00 01/10/93 or equivalent, covering premises operations, fire damage, independent contractors, products and completed operations, blanket contractual liability, personal injury and advertising liability with mailto:grossi@manitouspringsco.gov minimum limits of $1,000,000 per occurrence, $2,000,000 aggregate; $1,000,000 products and completed operations aggregate and $50,000 on fire; plus an additional amount sufficient to pay related attorneys' fees and defense costs. 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 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;

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 offerors' owned, hired or non-owned vehicles assigned to or used in performance of this Agreement. The City of Manitou Springs including officers, agents and designees shall be named as additional Insured for General and Auto Liability Insurance;

PROFESSIONAL LIABILITY COVERAGE with a minimum limit of $1,000,000 per Occurrence and $3,000,000 aggregate.

EMPLOYER’S LIABILITY coverage with limits of at least $500,000;

5. Modification or Withdrawal of Proposals:

Proposals may be modified or withdrawn by the Offeror prior to the established due date and time.

6. 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 City may waive such informalities or allow the vendor to correct them depending on which is in the best interest of the City.

7. 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 RFP process and may not make a responsibility determination for every offeror.

8. Acceptance of RFP Terms:

A proposal submitted in response to this RFP 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 RFP acknowledges acceptance by the offeror of all terms and conditions as set forth herein. An offeror shall identify clearly and thoroughly, any variations between its proposal and the RFP in the cover letter. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance, except as outlined or specified in the RFP.

9. Protested Solicitations and Awards:

Any actual or prospective offeror who is aggrieved in connection with either the solicitation or award of a contract may protest in writing to the City’s Administrator. The protest shall be submitted within three calendar days after such aggrieved person knows, or reasonably should have known, of the facts giving rise thereto. With regard to requirements or specifications set forth in this RFP, it is important for offerors to note that a challenge should be made within three (3) calendar days of when the item being protested is known.

10. Confidential/Proprietary Information:

The City neither requests nor encourages the submission of confidential/proprietary information in response to this Request for Proposal/. All proposals will be confidential until a contract is awarded and fully executed. At that time, all proposals and documents pertaining to the proposals will be open for public inspection, except for the material that is proprietary or confidential. However, requests for confidentiality can be submitted to the City provided that the submission is in accordance with the following procedures. This remains the sole responsibility of the offeror. The City will make no attempt to cure any 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 proposal opening. Neither a proposal in its entirety, nor proposal price information will be considered confidential/proprietary. Questions regarding the application of this procedure must be directed to the contact for the City listed in this

RFP.

11. Acceptance of Proposal Content:

The contents of the proposal (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.

12. RFP Cancellation:

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

13. Negotiation of Award:

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

14. Contract:

The selected offeror will enter into a contract with the City of Manitou Springs for this work. The contract will set for the agreement and responsibilities as outlined in this RFP.

15. RFP Response/Material Ownership:

All material submitted regarding this RFP becomes the property of the City of Manitou Springs, unless otherwise noted in the RFP.

16. Incurring Costs:

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

17. Non-Discrimination:

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

18. News Releases:

Neither the City, nor the offeror, shall make news releases pertaining to this RFP 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 Officer.

19. Taxes:

The City of Manitou Springs is exempt from all federal excise taxes and all Colorado State and local government sales and use taxes.

20. 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.

21. Availability of Funds:

Financial obligations of the City of Manitou Springs 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.

22. Standard of Conduct:

The successful offeror 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.

5. Agents and employees of Contractor working in City facilities shall present a clean and neat appearance. Prior to performing any work for the City, the Contractor shall require each of their employees to carry proper identification including company identification.

24. Unlawful Employees, Contractors and Subcontractors:

Contractor shall not knowingly employ or contract with an illegal alien to perform work under this Contract. Contractor shall not subcontract this work.

25. Verification Regarding Illegal Aliens:

Contractor has confirmed the employment eligibility of all employees newly hired for employment to perform work under this Contract through participation in either the E-verify program administered jointly by the United States Department of Homeland Security and the Social Security Administration or the employment verification program of the Colorado Department of Labor & Employment.

a. Limitation Regarding E-Verify Program:

1. Contractor shall not use either E-verify or Colorado Department of Labor & Employment program procedures to undertake pre-employment screening of job applicants while performing this Contract.

26. Duty to Comply with State Investigation:

Contractor shall comply with any reasonable request of the Colorado Department of Labor and Employment made in the course of an investigation pursuant to C.R.S. 8-17.5-102 (5).

27. 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.

28. Other Statutes:

a. 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.

b. The signatory hereto avers that to his/her knowledge, no City of Manitou Springs 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.

Exhibit A Map and pictures of Higginbotham Flats property

(7 pages)

Figure 1 Higginbotham Flats arial view with parcel boundaries outlined in yellow.

Exhibit A – Page 1

Figure 3 Parcel #7405203075

Figure 2 Parcel #7405202009

Exhibit A – Page 2

Figure 4 Higginbotham Flats, Facing Southeast

Figure 5 Higginbotham Flats, Facing South

Exhibit A – Page 3

Figure 6 Higginbotham Flats, Facing North

Figure 7 Higginbotham Flats, Facing Southeast

Exhibit A – Page 4

Figure 8 Higginbotham Flats, south side of property (1)

Figure 9 Higginbotham Flats, south side of property (2)

Exhibit A – Page 5

Figure 10 Higginbotham Flats, south side of property (3)

Figure 11 Higginbotham Flats, south side of property (4)

Exhibit A – Page 6

Figure 12 Higginbotham Flats, facing North from south side of property

Exhibit A – Page 7

ADMINISTRATIVE INFORMATION