RFP - 2024-008 S Ark Infrastructure.pdf

PROJECT: Salida West 291 Gateway Page 1 of 11 05/14/24

Request for Proposals (RFP) for Professional Services for South Ark Neighborhood

Infrastructure Design May 2024

PROJECT OVERVIEW

The City of Salida, Colorado, is accepting proposals from qualified firms for the design of infrastructure improvements including streets, sidewalks, storm sewer, water and sewer utilities to support the development of the South Ark Neighborhood.

The South Ark Neighborhood, when completed, will be located on approximately 100 acres of land currently owned by the City of Salida and will encompass approximately 35 acres of residential development and approximately 65 acres of regional park lands and open space. The residential development will include up to 400 units in a variety of forms and densities in a traditional grid street pattern located in the southwest corner of the property. The park lands and open space will be located primarily along a stretch of the South Arkansas River and will include both passive and active recreational amenities, including hiking trails, fishing, soccer fields, various sports courts and a future recreation center.

There are currently no infrastructure services on the site. The neighborhood master plan was developed through a massive public planning process and the proposed development has been sited quite purposefully in areas that will be least impactful to the sensitive river corridor and surrounding wetlands on the property. Primary water services will need to extend from Highway 50 north of the property to the portion of Highway 50 that is east of the property. Primary sewer services will need to extended as shown on the site planning exhibits. The street network will connect County Road 107 to the west of the neighborhood to County Road 104 to the east of the neighborhood and will service both the residential blocks and the recreational amenities. The project is proposed to be constructed in three phases with the design for phases 1-3 being completed as part of this proposal. The design construction documents will be packaged for each phase to be bid out for construction separately.

The project is funded in part by Strong Communities Now (Federal) and More Housing Now Grant programs. Procurement, project bid manual preparation, and related requirements will need to follow polices set forth within these programs.

The infrastructure and related design included as part of this scope of work include:

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• Onsite streetscape components as shown in the ODP and supporting documents. This includes roadways, sidewalks, trails and related stormwater infrastructure. County Road 107 is anticipated to include an asphalt overlay and shoulder widening as part of the Phase 2 construction plans. County Road 104 is anticipated to be included in the Phase 3 construction plans. Dedication of right-of-way is anticipated for build-out of the County Road 104 street section.

• Water and wastewater main extensions and services as shown in the ODP and supporting documents. This includes two water connections to the north at US-50 and a sewer connection to the east including a US-50 crossing. The US-50 crossing is proposed to have a utility duct bank for other utilities.

• Proposed pedestrian crossings and RRFB analysis designs at US-50 and pedestrian bridge. Analysis of existing pedestrian bridge. Ped underpass at the location of the sewer crossing (itemize these design scope items)

• Analysis of US-50 roadway connections serving the development.

• Storm sewer serving the development and the design and necessary structures and detention.

• Preparation of platting documents.

Figure 1-Transportation and Pedestrian Facilities from ODP

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Figure 2 - Primary Utility Infrastructure

SCOPE OF SERVICES

Scope of Services shall include but are not limited to:

1) An evaluation of the project area and prior planning documents shall be conducted to identify all potential constraints and opportunities. The design shall be consistent with standards and features identified in City of Salida Ordinance 2023-16, Substantial Modification of the Vandaveer Ranch Planned Development, and in accordance with City Design Standards.

2) Perform design survey for proposed improvements including, but not limited to, utilities, topography, drainage patterns, and existing vegetation; Provide designs that incorporate and preserve existing tree canopy and river features to the greatest extent possible.

3) For Work within the CDOT Right-Of-Way, Conduct Subsurface Utility Engineering (SUE) to Quality Level B with Level A for gravity sewer alignments;

4) Conduct necessary data collection, processes, and coordination with CDOT for Work within CDOT right-of-way. This is anticipated to include traffic studies at impacted intersections, access permits and related documentation, special use permits and plan preparation for utility installation within the Right-of-Way, and other related traffic planning necessary for any and all CDOT clearances and approvals necessary for construction.

5) Hydraulic and Geotechnical analysis, report, and recommendations shall be completed as necessary for design and construction of the project. Evaluate impacts on floodplain, drainage

PROJECT: Salida West 291 Gateway Page 4 of 11 05/14/24 plans/concepts, and any other pertinent information that will assist with site planning; Provide drainage and regional detention pond designs as required by City Codes. Restoration of impacts within the floodplain will require coordination with Trout Unlimited and other involved stakeholders that are working on river restoration improvements as a separate project.

6) Development of three separate construction plan sets for the required improvements, reflective of the proposed project phasing.

7) Prepare and coordinate geotechnical investigations necessary for review of existing conditions and design of roadway cross-sections, utilities, river crossings, highway crossings, anticipated detention pond locations, and other work areas.

8) Prepare cost estimates, bid schedules, specifications, preparation of the project manual for each Phase.

9) Prepare and coordinate necessary permitting with the Army Corps of Engineers for wetland impacts, river crossings and restoration, floodplain impacts, and related items. It is desired that wetlands and floodplain impacts are avoided to the greatest extent possible.

10) Work with City to provide bidding assistance and evaluation of bids for the project.

11) Construction phase services shall be provided as an estimate as part of this RFP.

Colorado Department of Transportation (CDOT) will review and permit the improvements for work within CDOT Right-of-Way. Therefore, the City is requesting engineering and design services that meet City and CDOT standards. Proposals shall outline items related to CDOT requirements including: design survey, geotechnical investigation where necessary, structure calculations and design, concrete pavement specifications, design plans, traffic control plans, specifications and project manual for bidding of work. Design coordination shall include plan submittals to CDOT for review and comment.

The work is intended to be designed and constructed within existing public right-of-way and within City property. If necessary, the city will assist with coordination with property owners during the process to obtain necessary easements and conveyances for the project, however, this is not anticipated.

This project shall comply with standards set forth in the American Association of State Highway and Transportation Officials (AASHTO) Guide for the Development of Bicycle Facilities, 4th Edition, 2012;

Americans with Disabilities Act (ADA) Accessibility Guidelines (ADAAG) 1999 as amended through 2002; Manual on Uniform Traffic Control Devices (MUTCD), 2015; CDOT Design Guide; CDOT M & S Standards; CDOT Standard Specifications for Road and Bridge Construction, AASHTO Green Book; as well as other pertinent City, State, or Federal regulations.

The final designs and plans shall be sealed in accordance with the bylaws and rules of procedure of the Colorado State Board of Registration for Professional Engineers and Professional Land Surveyors by the responsible engineer in charge.

A Professional Surveyor, licensed in the State of Colorado, shall review existing site survey and property boundary information and proposals shall include any additional survey worked deemed necessary for the design and clearances related to the project. Site survey shall locate all property boundaries, rights-of-way, existing improvements, utilities, existing vegetation (over 2” caliper), existing topography, and any other site features as necessary to complete the project design in accordance with required standards.

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Design Development (FIR):

A preliminary design shall be developed by the consultant in conjunction with CDOT and city staff. The preliminary design shall take into account aesthetics, user experience, functionality, ADA standards, structural considerations, hydrological and hydraulic consideration and calculations, geotechnical considerations, engineering considerations, preliminary project cost estimates, design and boundary survey, as well as the site analysis. The preliminary design shall be developed to a thirty percent level design that sufficiently depicts the concepts and provides sufficient detail for evaluation of the concepts.

Design Development

The plans shall include, as a minimum, the following:

a. Phasing Plans;

b. Plan and profile sheets for streets, utilities, stormwater, including all horizontal and vertical alignment information; Utilities shall be in color with aerial overlays.

c. Plan sheets shall include property lines, and right-of-way as provided and verified by a Professional Land Surveyor;

d. Electrical plan, lighting layout, and lighting details based on public street lighting requirement established in the City of Salida Municipal Code;

e. Quantity tabulations, cost estimates, and summary;

f. Cross sections including earthwork information;

g. Typical section alternatives and locations selected;

h. Structural elements, if proposed;(retaining walls, etc.) locations, cross sections, details, calculations, top of structure elevations, toe of structure elevations, bottom of footing elevations;

i. Utility plan indicating existing utilities;

j. State Plane coordinates, all horizontal angle break and vertical geometric breaks on grading details;

k. Outline of applicable specifications, standard special provisions, and project special provisions;

l. Grading, drainage, and Stormwater Management plans and notes;

m. Project manual includes plans, specifications, bid form and other relevant information necessary for bidding of the project.

n. A stormwater analysis shall be prepared, and existing systems shall be assessed. The final drainage design shall meet the criteria of the U.S. Army Corps of Engineers, Federal Emergency Management Agency (FEMA), and the City of Salida. The drainage design shall ensure no modification of historic drainage patterns other than re-routing of stormwater where low points exist. Consultant shall prepare and coordinate permitting and reviews with the Army Corp of Engineers for necessary permitting.

o. SUE potholing and plans shall be coordinated and prepared by the Consultant, as required for work in CDOT Right-of-Way.

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p. Technical specifications and preparation of a Project Manual for Bidding

q. A preliminary and Final Plat shall be prepared with by a Professionally Licensed Surveyor and coordinated with the City for processing.

Meeting Attendance:

The selected consultant shall attend an estimated nine (9) meetings. These meetings may be held virtually depending on current restrictions. Meetings shall include:

1) Initial internal scoping meeting with city staff and consultants involved with concepts and preliminary plans;

2) Review of preliminary site plans with city staff;

3) Review of site analysis and preliminary design development with internal city design team and CDOT staff;

4) Review preliminary plans and plat;

5) Review of draft Final documents with internal city design team and CDOT staff;

6) CDOT meeting(s) to review submitted plans and permits;

7) Review of 90 percent documents with internal city design team.

8) Pre-bid conference

9) Review of bid results

Consultant shall be responsible for providing meeting minutes, including a summary of comments received, for all meetings. Additional staff and consultant phone conferences and/or meetings shall be expected and included as part of the scope.

Design Schedule:

Consultant shall provide a project schedule with the Proposal. The project is expected to meet the following deadlines:

8/31/2024 Surveying Complete 11/1/2024 Preliminary Design and Deliverables Complete 12/1/2024 ACOE Permitting and CDOT Permitting Submitted 6/1/2025 Final Design and Deliverables Complete 7/1/2025 CDOT Utility/Special Use Permit(s) Approval Desired 8/1/2025 Project to be Advertised for Phase 1 Construction

The schedule is set in part due to grant award requirements. The consultant provided project schedule will be part of the contract agreement between the City and Consultant. An updated project schedule shall be submitted with Acceptance of Notice to Proceed, FIR Submittal, FOR Submittal, CDOT clearances, and approvals. Allow for a minimum two-week review and comment period by City prior to submittals to outside agencies. Project schedule shall call out specific tasks, individual responsible for completion, and completion dates.

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Construction Administration City anticipates Consultant assistance with administrative processes during construction. Consultant to provide estimated fee and hourly rate for construction administration for each phase.

Construction Budget The selected consultant shall prepare a total estimate of construction costs appropriate to level of detail for both the Preliminary submittal and Final submittal. Plan sets shall be packaged to provide for separate construction bidding of each of the phases. Final cost estimates shall correlate with Project Bid Schedule and itemize costs by bid items, quantities, and estimated unit cost .

Deliverables Consultant shall provide 11”x17” electronic version (PDF format) of all Plan sheets for review.

Specifications and other written documents should be submitted electronically in pdf and Microsoft Word format.

The final bid and construction package shall meet the requirements set forth by CDOT. All drawings shall be submitted in both AutoCAD and PDF format, and all written documents (specifications, special provisions, reports, calculations, etc.) must be submitted in PDF and Microsoft Word format if requested.

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SUBMITTAL INFORMATION

Contact: David Lady, P.E, Director of Public Works Email Address: david.lady@cityofsalida.com Telephone Number: 719-539-6257

Proposals must be received electronically in the Rocky Mountain E-Purchasing (BidNet Direct) System (https://www.bidnetdirect.com/colorado) no later than 5:00PM MDT on June 7th, 2024. Proposals will be time-stamped by the Rocky Mountain E-Purchasing System upon receipt. The City will only accept complete proposals submitted in the Rocky Mountain E-Purchasing System and will not accept hardcopy proposals or proposals submitted by any other means. If you have questions or need assistance submitting your proposal, contact BidNet Support at 800-835-4603. After uploading proposal documents, you must click the SUBMIT button. The City will not accept uploads that are “saved” but not “submitted”. To verify that your proposal was submitted successfully, you may contact BidNet Support or verify via the Bid Management tab in your account that the documents are not in the “Draft” status. All proposals submitted shall be binding upon the respondent if accepted by the City within sixty

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

This RFP includes a Project Overview/Background/Goals; Scope of Services; Submittal Information, Selection Process and Criteria; and Sample Standard Form of Agreement between City and Consultant for Independent Contractor Services Agreement. Sample Agreement is for reference only and is non-negotiable. Any bid that fails to conform to the essential requirements of the Request for Proposals 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 Consultant 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, or total possible costs to the Owner 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 bidder’s terms and conditions.

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

ANTICIPATED RFP SCHEDULE

RFP Issued: ……………………………………………5/16/2024 Inquiry Deadline:……………………………………5/30/2024 at 5:00PM MDT Final Addendum Issued to BidNet:…………6/4/2024 at 3:00PM MDT Proposal Due Date:………………………………..See Submittal Information Interviews (tentative):……………………………Week of 6/10/2024 Notice of Award:…………………………………….Week of 6/18/2024 mailto:david.lady@cityofsalida.com https://www.bidnetdirect.com/colorado

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The proposal should address all requests within this RFP 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. The proposal shall be organized using the following format:

1) Table of Contents

2) Experience and References: List those projects your Project Team has completed and constructed within the past five (5) years that are similar to that requested by this RFP. Special attention should be given to any projects that your team has completed for CDOT Region 5 local agency projects for 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. A minimum of five comparable projects in scope and complexity shall have been completed by firm.

3) Qualification of Key Personnel: List key personnel that will be assigned to the project. List the person’s name, title, project assignments working on other CDOT local agency project, years of total experience, years of experience with current firm, licenses and any other qualifications relevant to the City’s project. List the names, address, telephone number, credentials, and roles of all team members. Provide the same information for all sub-consultant personnel. Include which sub-consultants of the team have worked together on previous projects.

4) Describe your firm’s work plan for each element of the project based upon the Scope of Services defined in this RFP. The selected consultant will be required to submit a detailed work plan that should include a spreadsheet quantifying each Scope of Services component by the estimated hours broken down by contributing staff and estimated date of completion. Include a proposed timeline that includes each phase of the Scope of Services. Provide discussion of your team’s volume of previous awards, current and anticipated work load.

5) Project Cost: Provide a not-to-exceed estimate for itemized services identified in the scope of services. Identify all services that will not be included in the contract and are expected to be provided by City of Salida. Identify these services in the schedule.

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

EVALUATION CRITERIA

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

Narrative and Project Approach 10 Firm’s Experience and References 25 Qualifications of Key Personnel 25 Project Costs 20 Project Schedule 10 Overall Responsiveness to the RFP 10

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.

All respondents must initially represent themselves solely by their written submittal. Based upon the Selection Committee’s findings, a consultant will be selected, or finalists may be requested to provide in-person oral presentations. Such presentations will provide firms with an opportunity to answer any

PROJECT: Salida West 291 Gateway Page 10 of 11 05/14/24 questions the Selection Committee may have about 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. The City of Salida will make the final selection of a firm based upon the recommendation of the Selection Committee.

REQUIREMENTS AND GENERAL INFORMATION

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

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

C. The City of Salida 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.

D. Selected firm shall procure and keep in force during the duration of the contract a comprehensive general liability insurance policy insuring the firm and naming the City as an additional insured for at least One Million Dollars ($1,000,000) each occurrence.

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 Salida reserves the right to reject any and all bids.

C: Retain one copy for your records.

D: Statement of Residency Form must be submitted with proposal.

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

http://www.bidnetdirect.com/colorado

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ATTACHMENTS

Exhibit A: Ordinance 2023-16A Modification to VPA

Exhibit B: Planned Development Amendment Narrative

Exhibit C: Wetlands Survey

Exhibit D: Survey Documents

Exhibit E: Independent Contractor Services Agreement

Exhibit F: Strong Communities Federal Procurement Guidelines