RFP-24-27-PW (Professional Engineering Services for Sidewalks) - Addendum 2.docx

Request for Proposal

RFP# 24-27-PW

CDOT Project No. SHO M750-006 (25045) City Project No. 25-TR-02

Professional Engineering Services for Lafayette Sidewalks Project

Proposals must be uploaded to the Rocky Mountain E-Purchasing System, Bidnet®, at: https://www.bidnetdirect.com/Colorado/CityofLafayette

RFP Release Date: 11/18/24 Proposal Due Date: 12/13/24 City of Lafayette 1290 South Public Road Lafayette, Colorado 80026 Contents

Rev. 9/2023

REQUEST FOR PROPOSAL COVER SHEET & SIGNATURE PAGE

RFP #24-27-PW / City Project No. 25-TR-02

Proposal Submission Deadline:

12:00 PM MST on Dec 13, 2024 Submit Sealed Proposals to: bidnetdirect.com/Colorado/CityofLafayette

Project Manager:

Casey Carlson, PE Casey.Carlson@lafayetteco.gov Procurement Manager:

Elizabeth Messner Elizabeth.Messner@lafayetteco.gov

Professional Engineering Services for Lafayette Sidewalks Project The Request for Proposal Coversheet and Non-Collusion Certificate must be signed by the Offeror or an officer of the Offeror legally authorized to bind the Offeror to the proposal. Verifiable digital signatures are accepted.

Legal Company Name (Offeror or Consultant):

Authorized Signature:

Typed/Printed Name:

Title:

F.E.I.N.

Company Address:

City: State: Zip:

Contact for clarifications:

Title:

Email Address:

Phone Number:

By signing this Request for Proposal Coversheet, the authorized agent acknowledges acceptance of all terms and conditions of this solicitation.

ONLINE PROPOSAL SUBMISSION: Offerors must be registered with the Rocky Mountain E-Purchasing System at https://www.bidnetdirect.com prior to the due date and time so that the proposal and other required information may be uploaded. Proposals sent by other methods will not be accepted.

Please be advised that telegraphic or electronic responses (Email, Fax, Drop Box, Etc.) CANNOT BE ACCEPTED as a sealed proposal. Vendors are urged to read these documents thoroughly before submitting a response.

NON-COLLUSION CERTIFICATE

The undersigned, being duly sworn, deposes and says that the person, firm, association, co-partnership or corporation herein named, has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in the preparation and submission of a proposal to the City of Lafayette for consideration in the award of a Contract for Lafayette Sidewalks Project.

(Offeror Name)

By: _______________________________________________ (Authorized Signature)

Title: _______________________________________________

1. SECTION 1 – GENERAL INFORMATION

1.1. BACKGROUND, OVERVIEW, AND GOALS

Statement of Vision Lafayette’s panoramic view of the Rocky Mountains inspires our view into the future. We value our heritage, our unique neighborhoods, a vibrant economy, and active lifestyles. We envision a future that mixes small town livability with balanced growth and superior city services.

Statement of Values We foresee a strong economy that is diverse and sustainable, attracts innovators, encourages a balance of big and small businesses, and meets the community’s needs.

We intend to shape the future through strengthening our voice on environmental stewardship and social issues, taking an active role in sustainability and strategic planning development, and facilitating leadership development and fresh thinking.

We strive to be a connected community that encourages cooperative relationships and inclusivity, expects accessibility and communication, nurtures resiliency, appreciates multiculturalism, and humanizes physical and social interactions within the City.

We support placemaking endeavors that stimulate historic preservation and the arts, encourage open space stewardship and networking of neighborhoods, and promote comprehensive planning and livability.

PURPOSE

The Lafayette Sidewalks Project intends to increase the safety and mobility of pedestrian traffic within the City of Lafayette. Safety and mobility will be improved by increasing the connectivity of missing links in pedestrian routes and updating ADA access in multiple locations within the City of Lafayette.

1.2. SCHEDULE OF ACTIVITIES

1.3. ADMINISTRATIVE INFORMATION

1.3.I. Official Means of Communication The RFP is published on the Rocky Mountain E-Purchasing System (Bidnet), so that proposals may be uploaded electronically to that system. The uploaded proposals are sealed by the system and can’t be viewed by the Procurement department or the evaluators until the due date and time have passed. This meets the Colorado procurement code requirement of “sealed proposals”.

The Procurement Manager will post notices that will include, but are not limited to, modifications to administrative or performance requirements, answers to inquiries received, clarifications to requirements, and the announcement of the apparent winning vendor.

No inquiries will be accepted after the date and time indicated in Section 1.2., Schedule of Activities. Where appropriate, inquiries should include references to any relevant Section/paragraph of the solicitation.

The only official response to an Offeror's inquiries are those responses that are published as a modification in Bidnet. Offerors should not rely on any other statements, whether written or verbal, that alter any specification or other term or condition of this RFP.

It is incumbent upon Offerors to monitor Bidnet carefully and regularly for any such postings prior to the proposal submission deadline, as this is the primary means for communicating any clarifications or changes to solicitation content, timeline and/or requirements.

1.3.II. Modification or Withdrawal of Proposals Proposals may be modified or withdrawn by an Offeror up to twenty-four (24) hours prior to the established due date and time. Withdrawal of an Offeror’s proposal after award is prohibited.

1.3.III. Proposal Submission Proposals must be uploaded to Bidnet at https://www.bidnetdirect.com/Colorado/CityofLafayette on or before the date and time indicated in the Schedule of Activities. Late proposals will not be accepted. It is the responsibility of the Offeror to ensure that the proposal is uploaded on or before the closing date and time.

The Request for Proposal Cover Page and the Non-Collusion Certificate must both be signed in ink or with a verifiable digital signature by the Offeror or an officer of the Offeror legally authorized to bind the Offeror to the proposal. The signed Cover Page and Certificate may be scanned and included with the uploaded proposal. Documents signed with DocuSign are acceptable.

1.3.IV. Addendum or Supplement to Request for Proposal In the event that it becomes necessary to revise any part of all of this RFP, an addendum notice will be published on Bidnet.

1.3.V. Oral Presentations/Site Visits The City may, it its sole discretion, request that Offerors make an oral presentation.

1.3.VI. Incurring Costs Offerors are solely responsible for all costs incurred as a result of responding to this solicitation, which may include, but is not limited to, proposal development and materials, meetings, presentations, or negotiations.

1.3.VII. Confidentiality Following the proposal submission deadline, individuals/entities may request from the City a list of the names of the responding Offerors. All other information related to the solicitation process will remain confidential until award.

Following the Notice of Intent to Award, all Offeror proposals will be open to public inspection with exception of information determined to be a trade secret or confidential or proprietary, per §24-72-200.1 et seq., C.R.S., as amended, Colorado Open Records Act.

An Offeror may submit, as a part of its proposal, a written request for classification of certain portions of the proposal as a trade secret or other confidential or proprietary information. Material for which the Offeror is requesting confidentiality shall be readily identifiable and separated from other portions of the proposal to facilitate public inspection of the non-confidential portion of the proposal. Commingling of confidential information and non-confidential information is not acceptable. Neither price information nor any information that will be included in a resulting Contract will be considered confidential.

The Offeror must include the rationale for any request to classify portions as a trade secret or confidential or proprietary, including references to the authority that allows for such treatment.

In no event shall an entire proposal be classified as confidential.

Any additional Offeror information, which many be a part of evaluation/negotiation process and for which an Offeror claims confidentiality, is subject to the same requirements and processes identified above.

1.3.VIII. Acceptance of RFP terms A proposal submitted in response to this RFP shall constitute a binding offer. The autographic signature of the Offeror or an officer of the Offeror legally authorized to execute contractual obligations shall include acknowledgement of this condition. The proposal, including pricing, shall allow for a minimum of 180 calendar days for acceptance by the City, unless otherwise specified in this solicitation.

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 this RFP. 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.

The contents of the proposal of the awarded Offeror will become contractual obligations under the awarded Contract. Failure of the awarded Offeror to accept these obligations may result in cancelation of the award to that Offeror.

1.3.IX. Independent Price Determination A separate pricing sheet should be prepared as part of the proposal. The top-rated firm will be required to submit a pricing sheet upon request. Do not submit pricing with your proposal. Pricing shall include all parts, materials, equipment, forms, services, surcharges, personnel, mileage, shipping, labor, permits, utilities, royalties, tools, traffic control, and any other fees or charges necessary to complete the Project. Items not detailed in the specifications, but which are necessary to complete the work will be considered a part of the Project along with the items that are detailed in the specifications.

By its signature on the Cover Page and Certificate of Non-Collusion the Offeror certifies that the prices and other terms in the proposal have been arrived at independently without any consultation, communication, agreement with, or knowledge of the contents of the proposal by any other competing Offerors. For purposes of this paragraph, "consultation, communication, agreement with, or knowledge" does not include knowledge of prices or terms gained through availability of established price lists or catalogues made available to the public by the competing Offerors. No attempt has been made or will be made by the Offeror to induce any other person or firm to submit or not to submit a proposal for restricting competition per §6-4-101, C.R.S., et seq., (Colorado Antitrust Act of 1992) as amended.

1.3.X. Conflicts of Interest/Ethics The Offeror must disclose in its proposal any potential or actual conflict of interest in connection with a response to this solicitation. A conflict of interest may include, but is not limited to, access to any non-public information by the Offeror regarding the solicitation or its subject matter.

The Offeror acknowledges that even the appearance of a conflict of interest may be harmful to the City’s interests. The Offeror shall disclose in its proposal whether there currently is, or potentially could be, the appearance of a conflict of interest regarding this solicitation, its staff, any proposal subcontractors or partners, or any related business with the City.

Requirements set forth in this Section are continuing requirements throughout the solicitation process and, for the awarded Offeror, the Contract term, including any extensions.

1.4. CONTRACT AND TERM

The City’s Sample GENERAL CONTRACT- LONG FORM is included as Appendix A of this RFP. Any exceptions to the Contract documentation will be taken into consideration when evaluating proposals submitted. Offerors should submit any requested modifications in a redlined copy of the City’s Contract when submitting their proposal.

There is a DBE goal of 0% for professional services for this project: SHO M750-006 (25045).

The project is being funded, in partnership, by the Federal Highway Administration (FHWA) Highway Safety Improvement Program (HSIP) and the City of Lafayette. Additional contract terms found in APPENDIX E and APPENDIX F related to this funding apply.

The City reserves the right to reject any or all proposed modifications.

The initial term of the awarded Contract is anticipated to begin on or around January 22, 2025 and end on January 17, 2026.

The City may, within its sole discretion, choose not to exercise any option or extension term in the Contract for any reason. If the City chooses not to exercise any option or extension term, it may re-procure the goods and/or services in its sole discretion.

2. SECTION 2 – REQUIREMENTS AND SCOPE OF WORK

2.1. INSURANCE REQUIREMENTS

Offeror shall, at its own expense, keep in full force and effect during the term of any Contract resulting from this solicitation, and during the term of any extension or amendment to that Contract, insurance as stated below:

· Commercial General Liability Insurance with minimum combined single limits of One Million Dollars and No Cents ($1,000,000.00) for each occurrence and One Million Five Hundred Thousand Dollars and No Cents ($1,500,000.00) aggregate

· If professional services are provided, Professional Liability Insurance with limits of One Million Dollars and No Cents ($1,000,000.00) per claim and One Million Five Hundred Thousand Dollars and No Cents ($1,500,000.00) aggregate.

· Workers’ Compensation Insurance to cover all obligations imposed by applicable laws for all of the Offeror’s employees engaged in the performance of work under any Contract resulting from this solicitation, based on statutory limits prescribed by and in accordance with Colorado law. In the event any services are performed by a subcontractor, the Offeror shall require such subcontractor to provide workers’ compensation insurance for its employees.

· Comprehensive Automotive Liability Insurance for the duration of any Contract resulting from this solicitation, covering all owned, non-owned, and hired vehicles used in connection with the work performed by or on behalf of the Offeror under that Contract, in an amount not less than Five Hundred Thousand Dollars and No Cents ($500,000.00) combined single limit per occurrence for bodily injury and property damage.

2.2. BONDS

Each bid shall be accompanied by a bid guarantee bond, or certified cashier's check made payable City of Lafayette in an amount not less than five (5) percent of the amount of the bid as a guarantee that the bidder will execute the Contract, if awarded. The bond shall be forfeited to the City if a bid is accepted and the bidder fails to sign a contract within fifteen (15) days of acceptance

The bidder to whom a Contract is awarded shall be required to furnish both a Performance Bond and Payment Bond acceptable to the City of Lafayette for 100% of the Contract Price for each bond, in accordance with the requirements of the Contract Documents.

2.3. MANDATORY SUBMISSION REQUIREMENTS

· Signed Request for Proposal Cover Sheet and Non-Collusion Certificate/Cover Letter

· Proposal - Provide a written narrative that defines the methods and means by which the proposing firm will perform the Scope of Work outlined in this RFP. An enhancement to the Scope of Work may be submitted on a separate sheet. Please see Section 2.4 Scope of Work for details.

· Proposals shall be a maximum of 40 pages in length. Any proposals longer than 40 pages will not be considered.

· Licenses – List all licenses, certifications and bonding of personnel employed by Contractor.

· Insurance Information, or statement affiming ability to meet all insurance requirements set forth in this RFP and in APPENDIX A.

· Bid Bond – An electronic copy can be submitted in Bidnet with the proposal as long as the corporate seal is fully visible and legible. Hardcopies should be mailed to:

City of Lafayette Attn: Procurement 1290 South Public Road Lafayette, CO 80026

· Completed W-9

· At least three (3) reference contacts for similar projects, including names and contact information for individuals who can speak to the team’s qualifications.

· A Customer Support/Staffing Plan detailing all personnel and subconsultants proposed for assignment to the Project team. Identify the names and experience of staff dedicated to addressing issues that may arise during the term of a contract with the City.

· All key personnel identified in the Staffing Plan shall remain on the team for the duration of the procurement process and execution of the project. If circumstances require a change in the Staffing Plan, it must be submitted in writing to the City, who shall have sole discretion to determine whether to authorize the change, recognizing that certain circumstances may occur that are beyond control. Unauthorized changes to the Staffing Plan during the procurement process may result in disqualification of a proposal or termination of the contract.

· Proposals will be considered only from firms or individuals that are well established in an appropriate field, who are financially responsible, and who have the resources and ability to provide services in a professional and timely manner. The City may request additional information as deemed necessary. The City reserves the right to obtain financial data or other supplemental information concerning the firm and/or its subcontractors. Failure to provide such information may result in the proposal being considered non-responsive.

· Company information, including answers to the below:

· How long has the company been in business in this name and any previous names that the company has operated under?

· What are the standard services that the company provides?

· Has the company been involved in any litigation or lawsuits in the last five (5) years? If yes, please describe.

· Has the company been involved in a bankruptcy or reorganization proceeding? If yes, please describe.

· Has the company been refused any surety, bond, or liability insurance in the past ten (10) years? If yes, please describe.

· Has the company, or any officer or partner, even failed to complete a contract? If yes, please describe.

2.4. SCOPE OF WORK

The general scope of work of the Lafayette Sidewalks project includes the removal and replacement of existing sidewalk to conform to current ADA standards, the installation of sidewalk in areas lacking pedestrian facilities (“missing links”), paint & post roadway improvements to increase pedestrian mobility, the extension of an all-weather surface trail to connect pedestrian routes, aesthetic improvements along Baseline Rd, and all other work necessary to complete the intent of the project. Proposed locations of improvements are shown in Appendix B – Location Map but are subject to change dependent on budget, scope, ROW, and other factors as deemed by the City. Locations are numbered in their respective priority, and it is the intention of the City to complete as many locations as possible, budget dependent; including all phases of the project, design thru construction. It is not expected that all locations will be financially feasible.

A preliminary design of the paint & post improvements has been completed and is to be referenced during the design process. See Appendix C – Paint & Post Preliminary Design.

The Consultant’s proposal must include a scope of work that the Consultant believes is appropriate to achieve the purposes of the project. A preliminary scope of work is included herein; however, the Consultant shall expand, delete, add, or modify this scope as appropriate to achieve the project objectives and meet federal funding requirements. The Consultant shall identify the need and frequency for periodic coordination meetings with City staff and affected agencies and utilities. It should be understood the intention of the Scope of Work is not to mention every item required. The Consultant represents that they have the necessary knowledge, experience, abilities, and resources to perform the work, as specified.

A Design Scoping Review Meeting will be held between the City of Lafayette, the Offeror, and all CDOT parties (ROW, Environmental, Stormwater, etc.) prior to contract award. This meeting will take place during the “Contract Negotiations” period to allow the Offeror to provide a scope of work that will satisfy all project requirements. Offerors are solely responsible for all costs incurred as a result of the Design Scoping Review Meeting.

Professional Engineering Services include, but are not limited to, the following:

· DBE Goal 0%

· All Survey necessary to fulfill Project intent and CDOT requirements

· Monumentation

· Mapping

· Right-of-way Plans, Clearances, and Acquisition if necessary

· Legal Exhibits

· Subsurface Utility Engineering (SUE)

· Hydraulics/Hydrology

· Geotechnical Reports if necessary

· Environmental Reporting, Determination, and Compliance

· Traffic Signal Design

· Grading Plans

· Project Management and Administration

· Project Coordination

· Pedestrian/Bicycle/ADA Compliance and Design

· Utility Coordination and Clearances

· Environmental Investigations and Clearances

· Archeological Compliance & Documentation

· Public Outreach/Community Engagement

· Conduct Public Involvement

· City Council Meetings/Presentations if necessary

· Submittal and Certificate of Compliance Review

· Grant Compliance

· Design Professional support during construction

· Coordination with City staff, private utilities, Boulder Valley School District, CDOT, RTD, and any other major entities and stakeholders.

The Consultant’s deliverables include, but are not limited to, the following:

· Preliminary design documents and cost estimate

· CDOT Scoping

· FIR/FOR Comment Resolution

· ROW Plans

· SUE Plans

· Grading Plans

· Sidewalk Plan and Profiles

· Removal Plans

· Signing and Striping Plans

· Landscaping and Lighting Plans

· All plan sheets necessary to fulfill project intent and CDOT requirements

· 30% FIR Plans

· 90% FOR Plans

· Final construction documents and cost estimate

· Bid documents, project manual, and specifications

· Schedules

· Meeting Minutes

· Agendas

· Technical reports

· PowerPoints/Presentations

3. SECTION 3 – EVALUATION METHODOLOGY & AWARD

3.1. EVALUATION PROCESS

A comprehensive, thorough, complete, and impartial evaluation of each proposal received will be conducted. The award shall be made to the responsible Offeror whose proposal is determined to be the most advantageous to the City, taking into consideration evaluation factors set forth in this Request for Proposal.

3.2. EVALUATION COMMITTEE

An Evaluation Committee will be established utilizing measures to ensure the integrity of the evaluation process. These measures include the following:

· Selecting committee members who do not have a conflict of interest regarding this solicitation.

· Facilitating the independent review of proposals.

· Requiring the evaluation of the proposals to be based strictly on the content of the proposals.

· Ensuring the fair and impartial treatment of all Offerors.

The objective of the Evaluation Committee is to conduct reviews of the proposals that have been submitted, to hold frank and detailed discussions among themselves, and to recommend an Offeror for award.

3.3. PROPOSAL EVALUATION CRITERIA

· The City will evaluate proposals to determine if each Offeror meets all mandatory qualification requirements; provided, however, that the City has the authority to waive non-material mandatory requirements in certain circumstances. The mandatory qualification requirements are scored on a Met/Not Met basis and only those proposals found to meet all mandatory requirements, other than non-material mandatory requirements waived by the City, can be considered for a Contract resulting from this solicitation.

· Proposals will be evaluated by the Evaluation Committee using the evaluation criteria listed below. The evaluators will consider whether the Scope of Work requirements in the solicitation have been addressed, and they will review the capabilities of the Offeror, as well as the quality of the approach proposed, and any other aspect determined relevant to the evaluation criteria.

· The evaluation criteria to be used in evaluating the proposals are as follows (and are listed in no particular order):

Professional firms will be evaluated according to the Rating Scale and Evaluation Criteria below and scored on a zero-to-five-point rating. These criteria will be the basis for review and assessment of the written proposals and optional interview session. At the discretion of the City, interviews of the top-rated firms may be conducted. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. A proposal with a high weighted total will be deemed of higher quality than a proposal with a lesser-weighted total. The final maximum score for any proposal is one hundred (100) points, not including oral interview screening.

Table 1. Rating Scale Rating Scale

Exceptional Exceeds expectations, very innovative, clearly superior to that which is average or expected as the norm. Excellent probability of success and in achieving all objectives and meeting RFQ specification.

Weighted scores for each Proposal will be assigned utilizing the tables below.

Table 2. Evaluation Criteria Summary

· Does the proposal show an understanding of the project objectives, methodology to be used and results/outcomes required by the project?

· Are there any exceptions to the specifications, Scope of Work, or agreement?

· Are sufficient people of the requisite skills and qualifications assigned to the project?

· Has the team successfully completed previous projects of this type and scope?

· Does the team have a good understanding of the scope of work for this contract?

· Are other qualified personnel available to assist in meeting the project schedule if required?

· Is the project team available to attend meetings as necessary?

· Does the proposal contain adequate detail without being excessively verbose or lengthy?

Pass/ Fail

The Project Manager will check references using the following criteria. Each qualification may earn a maximum of 1 point, for a total score of 3.

Table 3. Reference Evaluation (#6 in Table 2, above)

· Did they show the skills required by this project?

· Was the Professional responsive to client needs?

· Did the Professional anticipate problems?

· Were problems solved quickly and effectively?

· Were deadlines met in a timely manner?

· Was the original Scope of Work completed within the project budget?

· Were problems corrected quickly and effectively?

Table 4. Interview Evaluation Criteria

(if interviews are necessary)

Scope of Proposal (15 points) Responses to this RFP must be complete. Responses that do not include the proposal content requirements identified within this RFP and subsequent addenda and do not address each of the items listed below will be considered incomplete, be rated a Fail in the Evaluation Criteria and will receive no further consideration.

Qualifications of Assigned Personnel (25 points) Relevant experience, specific qualifications, and technical expertise of the firm and Subconsultants to conduct civil engineering services on capital improvement projects, particularly of staff assigned to supervise and administer this agreement.

1. Roles and Organization of Proposed Team

0. Proposes adequate and appropriate disciplines of project team.

0. Overall organization of the team is relevant to City needs.

1. Project and Management Approach

1. Team is managed by an individual with appropriate experience in similar projects. This person’s time is appropriately committed to the project.

1. Team successfully addresses project efforts.

1. Project team and management approach responds to project issues. Team structure provides adequate capability to perform both volume and quality of needed work within project schedule milestones.

1. Roles of Key Individuals on the Team

2. Proposed team members, as demonstrated by enclosed resumes, have relevant experience for their role in the project.

2. Key positions required to execute the project team’s responsibilities are appropriately staffed.

2. Identification of which key personnel were responsible for the relevant tasks.

1. Working Relationship with City

3. Team and its leaders have experience working in the public sector and knowledge of public sector procurement process.

3. Team leadership understands the nature of public sector work and its decision-making process.

Past Experience on Municipal Projects (20 points)

1. Consultant demonstrates experience with performance of services within comparable cities for projects similar in nature to those related to this solicitation.

1. Consultant demonstrates successful completion of said projects.

1. Consultant is familiar with federal aid projects and City code, standards and procedures.

1. Some or all of team members have previously worked together on similar project(s).

Staff Availability (15 points)

1. Consultant demonstrates project team staff is available and able to promptly respond to requests throughout the contract duration in order to timely deliver projects.

Proposal Format / Organization & Approach (10 points)

1. Attractive, professional appearance (cover, internal layout, font type and size, and illustrations/photos).

1. Clear, concise, error-free.

1. Provides sufficient detail without being too lengthy or verbose.

1. Describes familiarity of project and demonstrates understanding of work completed to date and project objectives moving forward.

1. Provides the planned approach in providing the services requested, including the use of Subconsultants (if needed).

References (15 points)

1. Provides as reference the names of at least three (3) agencies you currently or have previously consulted for in the past three (3) years.

Conflict of Interest Statement (Pass/Fail)

1. Discloses any financial, business or other relationship with the City that may have an impact upon the outcome of the contract or the construction project.

1. Lists current clients who may have a financial interest in the outcome of this contract or the construction project that will follow.

1. Discloses any financial interest or relationship with any construction company that might submit a bid on the construction project.

Presentation by Team (if necessary, 10 points)

1. Team presentation conveys project understanding, communication skills, innovative ideas, critical issues and solutions.

Q&A Response to Panel Questions (if necessary, 15 points)

1. Proposer provides responses to various interview panel questions.

3.4. DEMONSTRATIONS AND DISCUSSIONS

The Evaluation Committee may, if it deems necessary, request clarifications, conduct discussions or oral presentations, or request best and final offers. Discussions may be held with responsible offerors whose proposals are determined to be reasonably susceptible to be selected for award to:

a. Promote understanding of the City’s requirements and the Offerors’ proposals; and

b. Facilitate a Contract that will be most advantageous to the City taking into consideration evaluation factors set forth in the request for proposals.

The Evaluation Committee may adjust its scoring based on the results of such activities. However, proposals may be reviewed and determinations made without such activities. Offerors should be aware that the opportunity for further explanation might not exist; therefore, Offerors should ensure that their submission is complete, and are encouraged to submit their best possible proposal, including pricing.

3.5. SINGLE PROPOSAL

If only one bid or proposal is received in response to a solicitation, an award may be made to the single bidder or Offeror if the procurement official finds that the submission is fair and reasonable and that other prospective bidders or Offerors had reasonable opportunity to respond.

3.6. AWARD

A Notice of Intent to Award will be published on Bidnet.

The award determination is ultimately a business decision that will reflect an integrated assessment of the relative merits of the proposals received, using the factors set forth in Section 3.3. The City intends to award Contract(s) to the Offeror(s) whose proposal(s), conforming to the solicitation, will be most advantageous to the City, and other factors considered.

3.7. CONSULTANT SELECTION PROTEST RULES

Protests will be handled as follows:

a. Any actual or prospective Offeror who is aggrieved in connection with a solicitation or award of a contract may protest to the City’s Procurement Manager. The protest shall be submitted in writing within seven working days after the aggrieved person knows or should have known of the facts giving rise to the protest (emphasis added).

b. With regard to the emphasized language above, it is important for Offerors to note that a challenge to the solicitation's requirements or specifications should be made within seven (7) working days of when the protestable item is known. In other words, if you believe that the solicitation contains a requirement you want to protest, the protest should be submitted within the seven (7) working day time period, even if that means it is filed during the time the solicitation is still open.

c. The Procurement Manager or designee shall have the authority to settle and resolve a protest of a consultant, actual or prospective, concerning the solicitation or award of a contract. A written decision regarding the protest shall be rendered within ten (10) working days after the protest is filed. The decision shall be based on and limited to a review of only those issues raised by the aggrieved consultant, and will set forth each factor taken into account, in reaching the decision. The decision will constitute the final agency action of the City of Lafayette.

d. Entitlement to costs: When a protest is sustained by the Procurement Manager or their designee, or upon administrative or judicial review, and the consultant should have been awarded the contract under the solicitation, but was not, the protestor will be entitled to reasonable costs incurred in connection with the solicitation, including Proposal preparation costs. No other costs or fees will be permitted or awarded, and reasonable costs and fees will not include attorney’s fees.

APPENDIX A – SAMPLE CONTRACT

APPENDIX B – LOCATION MAP

APPENDIX C – PAINT & POST PRELIMINARY DESIGN

APPENDIX D – ADDITIONAL FEDERAL REQUIREMENTS

APPENDIX E – FFATA SUPPLEMENTAL FEDERAL PROVISIONS

APPENDIX F – OMB UNIFORM GUIDANCE FOR FEDERAL AWARDS

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