RFP-25-015_final_including attachments.pdf

REQUEST FOR PROPOSAL #25-015

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REQUEST FOR PROPOSALS

CITY OF ENGLEWOOD UTILITIES

WATER AND SEWER MASTER PLAN UPDATES

FOR

THE CITY OF ENGLEWOOD, COLORADO

RFP NO: 25-015

RFP ISSUANCE DATE: April 10, 2025 PROPOSAL DUE DATE: May 8, 2025

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Statement of Purpose The City of Englewood Utilities Department (“the City” or “City”) is seeking proposals from experienced and qualified consulting firms to update the 2020 Water and Sewer System Master Plans to address the programmatic, infrastructure, and capital needs of these systems.

Considerations This City invites qualified Consultants to submit a Proposal to update the 2020 Water and Sewer System Master Plans.

Proposals will be reviewed and evaluated using a competitive, best-value selection process described below. Proposals shall be considered from Consultants who are firmly established in the appropriate business of pipeline construction. Consultants shall have the resources and ability to perform the required services in a professional and safe manner in accordance with industry standards.

Proposals in response to this Solicitation must be submitted prior to 2:00 PM MDT, May 8, 2025. Sealed proposals (electronic submissions only) will be received and accepted online via the City of Englewood’s Online Procurement System (https://www.englewoodco.gov/government/city-departments/finance/solicitation-opportunities-awards).

Solicitation Process Proposals will be evaluated and scored based on the criteria provided in this RFP. The City will consider the approach to complete the scope of work, qualifications of the project team, experience in similar work, and value of the proposed fee to complete the work.

The City may conduct interviews with short-listed firms.

Negotiations may be held with the Consultant ranked the highest by the evaluation committee based on proposal, fee, and interview (if needed). The City and the top-ranked Consultant may negotiate the details of the final contract, and City Council approval of the award may be requested. Upon Council approval, the contract will be signed, a PO set up, Notice to Proceed issued and work may begin. Should the City be unable to reach an agreement with the top-ranked Consultant, negotiations may commence with the next-ranked Consultant. This process will continue until a satisfactory contract is negotiated, or the City exercises its right to reject all proposals.

Project Manager Cliff Stephens will serve as the City Project Manager.

City Communications No oral communications from the Project Manager or any other individual representing or purporting to represent the City are binding. Consultants are restricted from any and all contact with City staff and any public official of these organizations, other than the https://www.englewoodco.gov/government/city-departments/finance/solicitation-opportunities-awards

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Procurement Division, regarding the project during the procurement process. A violation of this provision may result in disqualification of Consultant.

Questions Questions will be accepted until Tuesday April 22, 2025 @ 2:00pm. Once the question period expires, the addendum will be posted the City’s Online Procurement System.

Verbal questions during the recommended pre-proposal meeting and site visit will be screened for applicability and, as applicable, responded to in an addendum. All questions during the procurement period must be either entered via the City’s online procurement system or directed in writing to:

Elizabeth Watts Procurement Specialist Finance Department City of Englewood 1000 Englewood Parkway, Englewood, CO 80110 303-762-2412 ewatts@englewoodco.gov

RFP Organization This RFP consists of the following:

• Section 1 – Project Overview, Background, and Goals

• Section 2 – Project Schedule and Milestones

• Section 3 – Scope of Work

• Section 4 – Proposal Submittal Requirements

• Section 5 – Proposal Evaluation and Selection

• Section 6 – Conditions for Consultants

• Attachment A – Draft Professional Services Agreement

• Attachment B – 2020 Water System Master Plan

• Attachment C – 2020 Sewer System Master Plan

• Attachment D – Ongoing and Completed Projects List

Section 1 – Project Overview, Background, and Goals

1.1 Project Overview

The City of Englewood (City) Utilities Department is seeking qualified Consultants to update the 2020 Water and Sewer System Master Plans.

1.2 Project Background

The City of Englewood (City) operates and maintains comprehensive water and sewer utility systems that provide essential services to its approximately 57,000 permanent and

Page | 4 non-transient customers. Much of the City’s infrastructure is aging and is nearing or past its end of useful life. The City's systems consist of the following:

Raw Water Supply and Conveyance The City obtains its water from the South Platte River and the City Ditch. The City owns and operates the City Ditch between Chatfield Reservoir and Harvard Gulch Park in Denver. It is the primary source of water for the City of Englewood and is used to deliver water to contract users in Littleton, Englewood, and Denver. The City Ditch is a gravity system consisting of elevated flumes, unlined earthen channels, and underground pipelines.

The City is executing a project to pipe the remaining open channel sections of the City Ditch between Chatfield Reservoir and the Allen Water Treatment Plant (WTP). The Union Avenue Pump Station delivers source water from the South Platte River to the Allen WTP.

The McLellan Pump Station conveys water from the City Ditch to the McLellan Reservoir, Englewood’s water storage facility in the south metro area. Water from the McLellan Reservoir can be conveyed through the McLellan Reservoir Drain Line (Drain Line) to the City Ditch or released to the South Platte River.

A developer recently replaced the portion of the Drain Line between the McLellan Pump Station and the South Platte River. Raw water can be delivered from the Union Avenue Pump Station or City Ditch to an 80-million-gallon (MG) capacity reservoir located north of the treatment facility (North Reservoir) or directly into the water treatment plant.

The City can also obtain water from Bear Creek through the McBroom Ditch pipeline.

Additional raw water infrastructure includes the Boreas Pass Ditch, a transbasin diversion from the Blue River headwaters from the Indiana Creek drainage that delivers the water to the upper South Platte River Basin, and Meadow Creek Reservoir. Meadow Creek Reservoir is not included in the scope of work of this Master Plan.

A map with the City’s raw water infrastructure is included below.

Drinking Water Treatment The Allen WTP treats surface water from South Platte River and City Ditch using coagulation, flocculation, sedimentation, dual-media filtration (GAC and anthracite), and chemical and ultraviolet light disinfection processes. A 14-million-gallon capacity residuals pond (South Reservoir) is located east of the treatment facility to provide storage for residuals generated during the treatment process. Decanted water from the South Reservoir is recycled to the WTP influent via the North Reservoir. Utilities staff recently updated its Record of Approved Waterworks with CDPHE, a publicly available document that summarizes Englewood’s overall water system including how it achieves treatment credits and controls corrosion at the Allen WTP.

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Drinking Water Distribution and Storage Treated water is delivered to customers through approximately 166 miles of distribution system pipes ranging from 4 inches to 36 inches in diameter. The water distribution system includes three different pressure zones to provide acceptable pressures at various ground elevations. Two high service pump stations (HSPSs) located at the Allen WTP and two booster stations located in the distribution system supply water to the various pressure zones. Zone 1 consists of a service area in the western part of the system, which is supplied by the Zone 1 HSPS located at the Allen WTP. The Zone 2 HSPS at the Allen WTP supplies Zone 2, located in a service area in the southeast corner of the system. Booster Station 1 is named the Clarkson and Hampden (C&H) station, and Booster Station 2 is named the Cornell and Pennsylvania (C&P) station. Each booster station pumps water from Zone 1 to Zone 3, which is located in the northeast area of the system. The C&H Booster Staton was recently upgraded in-kind, and provisions were added to the C&P Booster station to improve system redundancy. The system also includes three storage tanks: the Zuni Tank, which is located on the northwestern edge of Zone 1 and supplies water to Zone 1, and the Overhead and Sherman Tanks, which are located on the southern edge of Zone 2. The Overhead Tanks supply water to Zone 1 and the Sherman Tanks supply water to Zone 2.

Sewer Collections System The sewer collection system includes over eighty miles of sewer mains, primarily made of vitrified clay pipe, all of which gravity flow to the South Platte Renew Water Reclamation Facility. There is only one major interceptor within Englewood’s sewer collection system, the Big Dry Creek Interceptor. While the majority of the City’s collection pipelines are in streets and alleys, there are portions of the system that run under homes and other buildings which the City desires to relocate in the future. The City recently obtained closed-circuit television (CCTV) of all sanitary sewer lines. Some of the City’s sewer mains have been rehabilitated with cured-in-place pipe (CIPP) lining. A portion of the sewer collection system in Englewood is owned by South Englewood Sanitation District but is operated and maintained by the City of Englewood. Portions of the sewer collections system not owned by the City of Englewood will not be included within the scope of the Master Plan update. The City currently has a hydraulic model for sewers 15-inches in diameter or larger that was developed in InfoSWMM as part of the 2020 Sewer System Master Plan. For development projects, the City requires developers to submit sanitary sewer studies that include the collection of pipe inverts and flow monitoring data.

The sanitary sewer model has not been updated since its inception.

Water and Sewer Master Plan Updates The last comprehensive Water System Master Plan and Sewer System Master Plan were completed in May 2020, establishing a roadmap for system improvements, operational strategies, and capital investments. The 2020 Water System Master Plan provided a thorough evaluation of the City's existing water infrastructure, including supply sources, treatment capabilities, and distribution network performance. This assessment incorporated hydraulic modeling to analyze system pressures and velocities under various demand scenarios, storage capacity evaluations, and a robust risk assessment

Page | 6 methodology to prioritize infrastructure improvements. The 2020 Sewer System Master Plan established an initial Master Plan for the City’s sewer collection system, providing an overall evaluation of the system and an understanding of existing and future needs.

This assessment included the creation of the sanitary sewer hydraulic model and capacity evaluations, as well as the identification of sewer programs to address capital, asset management, and operations and maintenance needs. Both plans culminated in a preliminary Capital Improvement Program (CIP) that identified and prioritized necessary programs and projects with associated budgetary requirements.

Since the completion of the 2020 master plans, Englewood has implemented several recommended improvements while experiencing changes in development patterns, water demand trends, regulatory requirements, and infrastructure conditions. In the spring of 2022, Englewood Utilities closed on a loan with the Environmental Protection Agency’s Water Infrastructure Finance and Innovation Act (WIFIA) to finance capital projects through the end of 2029. The City is planning and executing numerous projects now to optimize this funding before the expiration date.

As Englewood continues to grow and infrastructure ages, the City recognizes the need to update both the Water and Sewer Master Plans to ensure these critical systems remain reliable, resilient, and capable of meeting future demands. Updated master plans will provide guidance for capital improvement planning, help establish appropriate funding levels for system maintenance and replacement, address emerging challenges such as regulatory changes and climate impacts, and optimize system operations and service delivery.

The City of Englewood is now seeking proposals from qualified engineering firms to update both the Water and Sewer System Master Plans, building upon the foundation established in previous planning efforts while incorporating new data, technologies, and methodologies to develop comprehensive, forward-looking utility management strategies. These updated plans will serve as critical tools for guiding the City's infrastructure investments and operational decisions for the next decade and beyond.

1.3 Project Goals

The goal of the Project is to provide a short, medium, and long-term roadmap to achieve operational excellence, manage assets, and identify capital improvements to sustain Englewood Utilities. The Project shall be completed by December 31, 2025 unless otherwise determined by the project team. The Consultant is expected to extensively engage with Utilities stakeholders including but not limited to staff from Environmental Compliance, Distribution & Collections, Engineering, Water Operations, Maintenance, and Business Solutions Divisions.

The Project delivery objectives are as follows:

• Quality: Deliver the work products to be consistent with project specifications and in full compliance with federal, state, and local regulations.

• Cost: Cost-effective to comply with the City’s project budget.

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• Schedule: Achieve or beat the scheduled completion date for the Project. This project is a necessary predecessor to our 2026 CIP budgeting process in the first quarter of 2026.

• Safety: Incorporate best industry practices for protection of Utilities and consultant staff.

Section 2 – Project Schedule and Milestones

2.1 Schedule

These milestones represent the anticipated schedule for resource planning purposes and are subject to change.

Request for Proposals posted April 10, 2025 Deadline for written questions April 22, 2025 @ 2:00 pm Proposal and fee submission due date May 8, 2025 @ 2:00 pm Anticipated Interviews (as needed) Week of May 19 or June 2 Anticipated Water Sewer Board consideration June 2025 Anticipated Council consideration June 2025 Anticipated Notice to proceed June 2025 Project Complete December 31, 2025

Section 3 – Scope of Work

The scope of work includes activities including, but not limited to:

Task 1 – Project Management

• Task 1.1 – Kickoff Meeting

Upon Notice to Proceed, the Consultant shall conduct a kick-off meeting. All sub-consultants shall be included in the kick-off meeting. At the kick-off meeting, the Consultant shall review the scope, provide an initial schedule, and confirm deliverables. Presentations, meeting minutes, and agenda shall be prepared by the Consultant and distributed to all attendees. After the kickoff meeting, the Consultant shall submit a schedule and preliminary Earned Value spreadsheet that locks in the Planned Value for the project.

• Task 1.2 – Project Meetings and Updates

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The Consultant shall schedule and facilitate 30-minute biweekly meetings throughout the duration of the Project to discuss key issues and review progress including schedule and cost forecast. The Consultant is responsible for the organization and coordination of meetings including agenda and presentation preparation and compilation and distribution of meeting minutes to all attendees or as required. The agenda shall be submitted to the City project manager prior to the meeting and meeting minutes provided within one (1) week following the meeting.

• Task 1.3 – Workshops

The Consultant shall schedule and facilitate workshops to work through key aspects of the Project. The workshops shall be collaborative and productive with clear objectives and action items. The Consultant shall prepare an agenda and compile and distribute meeting minutes to all attendees. The minimum workshops to be included are as follows:

o Facility Evaluation Workshop – Raw Water Conveyance o Facility Evaluation Workshop – Water Treatment and Residuals

Management o Facility Evaluation Workshop – Water Distribution and Storage o Facility Evaluation Workshop – Sewer Collections o Alternatives Analysis Workshop – Consultant may consider separating

Alternatives the Analysis Workshop into multiple workshops aligning at the Consultant’s discretion.

o Capital Improvements Plan Workshop – Consultant may consider separating the Capital Improvements Plan Workshop into multiple workshops aligning with the format of the Facility Evaluation Workshops at the Consultant’s discretion.

o Draft Water and Sewer System Master Plan Workshop o Final Water and Sewer System Master Plan Workshop o Each workshop must cover supporting disciplines such as electrical, instrumentation, controls, and environmental compliance. Other potential workshops as proposed by the Consultant and agreed upon by Utilities may be included during the progression of the project.

• Task 1. 4 – Monthly Invoices

The Consultant shall submit monthly invoices detailing costs incurred in conjunction with the Project. Each invoice shall cover a period of one (1) calendar month or a four (4) week time period and shall be submitted to the City within four

(4) weeks from the end of each billing cycle.

Minimum required information is provided below. Final invoice format shall be approved by the City project manager prior to issuance of the first invoice.

o Project title;

Page | 9 o Invoice date;

o Project PO number;

o Invoice number and billing period;

o Summary of work performed during invoice period, broken down and detailed by task;

o Consultant’s staff hours utilized to date and total staff hours allocated, for each task;

o Consultant’s direct labor, indirect costs, sub-consultant costs, and other direct cost;

o Costs for each task, with current balances;

o Utilize the City’s Earned Value template spreadsheet to show the Earned

Value, Planned Value, and Actual Costs percent complete by task o Expected work to be conducted during the ensuing month

Task 2 – Data Review and Regulatory Assessment

• Task 2.1 Planning Document Review

Englewood Utilities has performed a variety of studies over the past five years to assess the condition of our systems, identify critical needs, and prioritize projects.

The Consultant shall review each of the following reports, critically evaluate their assumptions, and identify gaps or overlaps in these reports to inform master planning and facility evaluation workshops.

o 2020 Water System Master Plan o 2020 Sewer System Master Plan o 2020 Electrical, Instrumentation, and Controls Capital Improvement Plan o 2022 Pump Station Alternatives Report and Implementation Plan o 2022 Draft Boreas Ditch Condition Assessment and Yield Improvements

Analysis o 2023 Allen WTP CIP and Process Optimization Report o 2023 Allen WTP Condition Assessment Report o 2023 Water Storage Tank Comprehensive Inspections and Coating

Evaluations o 2023 City Ditch Condition Assessment o 2023 Water Efficiency Plan o 2024 CDPHE Record Of Approved Waterworks update o 2024 Distribution System Hydraulic Evaluation Memos o 2024 Approved CIP Budget o 2024 Critical Water Main Replacement Plan o 2024 Intern Sewer Main Evaluation o 2024 Lead Reduction Program Implementation Plan

• Task 2.2 – Regulatory Assessment and Summary

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The Consultant shall evaluate the regulatory challenges and provide background information for Utilities to take the appropriate compliance actions. The Consultant shall work with the Environmental Compliance Division to produce a regulatory summary Technical Memorandum (TM) with recommended improvements to address future regulations.

A Draft Technical Memorandum (TM) shall be provided to summarize the findings of this review and how it will inform subsequent tasks and workshops. The Consultant shall provide one (1) electronic (Word) copy of the Draft TM for review and comment and one (1) electronic (Adobe PDF) copy of the Final TM.

Task 3 – Facility Evaluation

The Consultant shall conduct a desktop facility evaluation and determine the performance and condition of infrastructure and suggest opportunities for improvements by hosting workshops with key Utilities staff. The Consultant shall engage key stakeholders from each division within Utilities to gain insight into critical needs. After these workshops, a limited number of on-site facility evaluations may be necessary. This task shall include, but is not limited to, the following evaluations:

o Existing infrastructure o Electrical, instrumentation and controls infrastructure and capacity o Water storage analysis o Removal or retro-commissioning of unused systems o Sewer capacity analysis

A Draft TM shall be provided to summarize the facility evaluation, opportunities for improvement by process area, and be used as background for the alternatives analysis.

Task 4 – Alternatives Analysis

The Consultant shall provide alternatives to be considered for inclusion in the CIP based on the findings in Task 3 including, but not limited to, the following:

o Finished water storage rehabilitation, improvements, or upgrades o Water main replacement plans o Water distribution system redundancy and level of service o Sewer system improvements and rerouting of sewer mains into the public

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o Filter media replacement plan o Treatment process optimization and alternatives o Electrical Instrumentation and Controls plan o Raw water infrastructure improvements o Asset revitalization projects for each facility

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A Draft TM shall be provided to summarize the alternatives analysis. The

Task 5 – Capital Improvements Plan Update

The Consultant shall develop a Capital Improvements Plan for preferred alternatives and projects as developed in Task 4 – Alternatives Analysis. The Consultant shall prioritize efficient project delivery to help the Utility optimize its budget and complete critical WIFIA applicable capital improvements within the available funding window before 2029. This task should include but is not limited to the following:

o Development of the Capital Improvements Plan (CIP) for preferred alternatives. Each preferred alternative shall be described in detail and the budget cost estimate (Class 5) will be updated. Project dependencies and sequencing information between alternatives shall be highly detailed and include recommended project delivery methods.

o Integration of EI&C and HVAC Improvements into the CIP o Integration of City of Englewood IT software infrastructure costs into the capital plan o Inclusion of potential energy savings incentives and rebates for each project o Inclusion of funds available through WIFIA, SRF, or other sources o Development of the CIP Implementation Plan by building off the Utilities approved 2025 and proposed 2026 budgets. The Implementation Plan shall include 5-, 10-, and 30-year projections with budgetary estimates of costs.

The 5-year implementation plan shall be specific to the goal of optimizing Utilities’ remaining WIFIA funding for projects eligible for WIFIA funding and addressing the highest priority system improvements.

o A Draft TM shall be provided to summarize the CIP. The Consultant shall provide one (1) electronic (Word) copy of the Draft TM for review and comment and one (1) electronic (Adobe PDF) copy of the Final TM.

Task 6 – Operations, Maintenance, and Business Solutions Program Development

The Consultant shall evaluate the current Operations, Maintenance and Business Solutions programs and policies developed since the 2020 Master Plan and identify areas for improvement. This assessment should consider current industry best practices, advancements in technology, and the City’s evolving needs. The Consultant shall identify and recommend cost-effective programs for implementation, including those that leverage asset and SCADA data using AI tools to optimize system performance, enhance decision-making, and improve operational efficiency. The Consultant shall develop a Program Implementation Plan tied to the applicable line items in the City’s budget.

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A Draft TM shall be provided to summarize the Program Implementation Plan. The

Task 7 – Sanitary Sewer Model Update

The Consultant shall update the sanitary sewer model with existing collected information from sanitary sewer studies. Available data is from approximately 10 sanitary sewer studies and includes a limited number of invert elevations for pipes less than 15-inches in diameter and 30 days of flow monitoring data (typically 3-4 monitoring locations for each sanitary sewer study).

Consultant shall provide updated sewer model and supporting data to the City.

Task 8 – Water System Master Plan

The Consultant shall compile all studies and analyses into a final report. The report shall include a regulatory review, facility evaluation, alternatives analyses, and updated 5-, 10-, and 30-year CIP Implementation Plan. A successful Master Plan shall clearly define the roadmap for the City to anticipate and mitigate the effects of aging infrastructure, successfully meet all regulatory measures, and continue treating water sustainably for the surrounding community. The report shall be clear and concise with a comprehensive alternatives analysis and precise cost estimates.

The Consultant shall provide one (1) electronic (Word) copy of the Draft Master Plan for review and comment and one (1) electronic (Adobe PDF) copy of the Final Master Plan.

Task 9 – Sewer System Master Plan

The Consultant shall compile all studies and analyses into a final report. The report shall include a regulatory review, facility evaluation, alternatives analyses, and updated 5-, 10-, and 30-year CIP Implementation Plan. A successful Master Plan shall clearly define the roadmap for the City to anticipate and mitigate the effects of aging infrastructure, successfully meet all regulatory measures, and complete other infrastructure and model improvements. The report shall be clear and concise with a comprehensive alternatives analysis and precise cost estimates.

The Consultant shall provide one (1) electronic (Word) copy of the Draft Master Plan for review and comment and one (1) electronic (Adobe PDF) copy of the Final Master Plan.

Task 10 – Supplemental Service – Sewer Model Update Recommendations

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This task may be included in the final scope of work at the City’s discretion.

The Consultant shall evaluate the functionality and gaps in the existing sanitary sewer model and provide a recommended path forward for updating the sanitary sewer model. Recommendations shall include a flow monitoring plan, field data collection plan, and an implementation plan to update the model to a point that it can be utilized regularly for development or other system analyses.

A Draft TM shall be provided to summarize the Sanitary Sewer Model Development Plan. The Consultant shall provide one (1) electronic (Word) copy of the Draft TM for review and comment and one (1) electronic (Adobe PDF) copy of the Final TM.

Task 11 – Supplemental Services

Utilities has made every effort to define a comprehensive scope of services for the Project. However, the Consultant is encouraged in its proposal to identify any additional work that is not specified in this Scope of Work that would be, in the Consultant’s opinion, necessary to complete the Project as defined herein and meet Project goals. Innovation and evaluation for sustainable options are encouraged and the Consultant may propose additional services that, in its opinion, shall improve the efficiency and quality of the Project. If identified, the Additional Work or Services must be included in the Proposal, but separated from the Consultant’s Fee Schedule

Supplemental Services The City has, to the best of its knowledge, defined the scope and tasks to complete the work. The Consultant may propose, at its discretion, additional services beyond those listed in this RFP that it feels are necessary to complete the work or add value to the project. Those additional services shall be included in the scope and fee as a stand-alone task under “Supplemental Services.” The City Project Manager must approve Supplemental Services before performing the work.

Contract Renewal The City of Englewood reserves the right to utilize the awarded Consultant for future phases of the project, which include a similar scope of work or a continuation of the awarded project.

Section 4 – Proposal Submittal Requirements

4.1 Submittal Place and Deadline

The response must be received before the due date and time as specified in this RFP. It is the responsibility of the Consultant to ensure that electronic submittals are received

Page | 14 prior to the closing time specified. Bids received after the date and time set for the Bid opening shall be considered non-responsive and returned un-opened to the Bidder.

Electronic submissions will only be accepted online the City of Englewood’s Online Procurement System, https://www.englewoodco.gov/government/city-departments/finance/solicitation-opportunities-awards Questions or technical difficulties should be directed to the websites’ Supplier Support Team by phone (866) 277-2645 or email support.ionwave@eunasolutions.com.

Submittals will be accepted until 2:00 PM on May 8, 2025.

The City of Englewood utilizes an Online Procurement System for all electronic solicitation submittals. It is the Consultant’s responsibility to ensure the submittal process is started with enough time to meet the 2:00pm deadline; for example: do not start the upload and submittal process at 1:50 pm with the expectation that your submittal will be received by the City prior to the 2:00pm deadline. If the Consultant experiences any problems, has questions or technical difficulties, PLEASE contact the Supplier Support Team, (866) 277-2645 or support.ionwave@eunasolutions.com. If the Supplier Support Team is unable to resolve the problem, contact the procurement agent (contact information in Introduction) by 1:45pm for a submittal resolution.

Proposals may be amended or withdrawn only by written notice prior to the Proposal opening. Amendments or withdrawals received after the Proposal opening will not be effective, and the original Proposal submitted will be considered. The Consultant agrees that its Proposal will not be withdrawn within ninety (90) calendar days following opening of the Proposals, and that during such time its Proposal will remain Consultant and irrevocable. The City reserves the right to reject any or all Proposals and to waive any technical defects in Proposals.

The City reserves the right to request clarification of information submitted and to request additional information of one or more Consultant after the Proposal Submission Due Date.

4.2 Submittal Format

Proposal submittals shall be clear, accurate, comprehensive, and provide specific and succinct answers to all questions and requests for information. Indirect, imprecise, or incomplete responses can serve only to the disadvantage of the proposer. Generic marketing material is discouraged. Excessive or irrelevant material will not be favorably received.

The Proposal must not exceed ten (10) total pages (8½ × 11 inch with 1-inch or greater margins; up to 2 pages of the total page count may be 11 x 17-inch tri-fold format; each double-sided counts as two pages), excluding the transmittal letter, index or table of contents, front and back covers, title pages/separation tabs, draft agreement acknowledgement form, and appendices.

Pricing shall be entered via the solicitation platform, but a document of no more than three (3) pages with supporting material may be submitted separately from the proposal.

A font similar in size to or larger than Calibri eleven-point (11-pt) shall be used.

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4.3 Submittal Content

The content requirements set forth in this RFP represent the minimum content requirements for the Proposal. Additional information may be provided at Consultant’s discretion and within the available page count.

The Consultant shall submit two separate files as part of their Proposal, as listed above.

The Price Proposal with all supporting material should be submitted in a separate file from the Technical Proposal and be titled “Price Proposal.”

The Proposal must include, at a minimum, the following information:

• Transmittal Letter

• Company Information

• Part 1 – Experience and Technical Capability

• Part 2 – Project/Scope Understanding, Approach, and Anticipated Schedule.

• Part 3 – Draft Agreement Review

Transmittal Letter

Include a transmittal letter signed by an authorized representative of the Consultant who can commit the Consultant to the obligations required in the Draft Agreement. Place the transmittal letter on the Consultant’s letterhead and include the name, address, phone number, and e-mail address for the Consultant contact person. Specify who would be the Consultant’s signatory to any contract documents executed with the City. Include other information deemed relevant by the Consultant.

Proposals must be signed by an authorized corporate officer, principal, or partner (as applicable) with a signature in full. Consultants who are nonresident corporations shall furnish to the City a duly certified copy of their Articles of Incorporation from the State of Colorado Secretary of State Office along with the Proposal. Failure to promptly submit this evidence or qualification to do business in the State of Colorado may be basis for rejection of the Proposal.

The transmittal letter shall be limited to two (2) 8½ x 11-inch pages.

Part 1 – Consultant Experience and Technical Capability

Provide a description of the Consultant’s qualifications, experience, and technical capability. This shall include, at a minimum, the following elements:

• Provide an organizational chart for the Consultant’s project team, identifying all key personnel, the reporting hierarchy of staff and Consultant/Sub-Consultants, and the specific individuals responsible for coordination of the separate components of the work. City preference is for the project team to include some local personnel.

• Describe the roles, responsibilities, and availability of the key personnel who will be assigned to the Project through completion.

• Identify all Sub-Consultants and describe their roles, and responsibilities. Identify the Sub-Consultants’ key personnel.

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• Previous experience with implementing and maintaining temporary pumping systems in a drinking water distribution system

Note: The identification and utilization of specific key personnel through the life of a project are important factors in the City's consideration and selection of a Consultant. Any changes in identified key personnel after the award of the Agreement must be approved by the City in writing before the change is made. Include availability of the project team to begin work as soon as possible after the selected Consultant receives the Notice to Proceed.

Consultant Experience: Provide clear and thorough descriptions of the Consultant's related and applicable experience and performance.

Provide detailed information on the most applicable projects that have been substantially completed by the Consultants team members. Details shall include the following:

• Project title and contract number.

• Consultant and key personnel’s role in project.

• Owner contact information including phone number.

• Period of performance (contract start and end dates).

• Contract value.

• Summary of work performed.

• Project performance (including change order history, schedule adherence, and budget adherence).

• Describe any major issues or challenges presented on the project(s) and how they were resolved.

Key Personnel Experience: Describe specific relevant experience of each proposed key personnel providing similar details for projects as requested in Consultant Experience.

Reference Requirements: The City may contact the referenced individual(s) identified by the Consultants in Consultant Experience. The contact person(s) listed as a reference shall be someone who has personal knowledge of the Consultant’s performance during the referenced project. More than one person can be listed, but all must have knowledge of the project.

Part 2 – Project/Scope Understanding, Approach, and Anticipated Schedule

Provide a description of the Consultant’s approach for managing and delivering the scope of services contained in this RFP, and any additional issues and proposed strategies for meeting the City’s needs for the project based on Consultant’s understanding of the work.

Provide a proposed schedule/timeline and detailed project plan to complete the work.

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Part 3 – Draft Agreement Review

The Consultant understands that neither this RFP nor the Proposal shall constitute a contract with the City. No contract is binding or official until Proposals are reviewed and accepted by appointed City staff; approved through the appropriate levels of authority within the City; and an official contract is duly executed by the City.

Attachment A (Draft Agreement) of this RFP contains the proposed Professional Services Agreement (PSA). Proposers shall review this draft document and provide comments regarding any aspect of such document about which it has any concern, including terms that it considers ambiguous or which it believes should be modified. Such comments shall be submitted with the Proposal. The City will review all comments received and, if it deems appropriate, in its sole discretion, may modify such document.

The Draft Agreement included in the RFP is the form upon which Consultants shall base their Proposal. The comments submitted on the draft agreement will not be counted in the total page count specified above.

Price Proposal

Price proposals must be submitted as a separate file and include a cover sheet, the completed price proposal and supporting material for the price proposal.

A font similar in size to or larger than Calibri eleven-point (11-pt) must be used for the Price Proposal.

If Consultant recommends Supplemental Services or chooses to include an alternative price for services, this shall be provided as separate line item(s) in the Price Proposal and shall be detailed in the same manner.

Appendix A – Key Personnel Resumes

Provide key personnel resumes for project team. Appendix A does not count toward overall page count but is limited to resumes only.

Section 5 – Proposal Evaluation and Selection

5.1 General

The Proposals will be reviewed and evaluated by the City’s Selection Committee according to the requirements and criteria outlined herein. During the Proposal evaluation process, written questions or requests for clarification may be submitted to one or more Consultants regarding its Proposal or related matters.

In addition, the City may require all or a limited number of Consultants to participate in virtual or in-person interviews.

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5.2 Selection Process Overview

For the purpose of selecting the most qualified Consultant, the City will use a competitive selection process as set forth in pertinent City and State procurement requirements. The procedure will involve the following steps:

a. The City will advertise the RFP Invitations on the City’s Online Procurement System.

b. Responsiveness and minimum qualifications will be checked.

c. The City’s Selection Committee will review, rank, and may short-list Proposals which meet responsiveness and minimum qualification requirements.

d. Interviews with each of the shortlisted Consultants to clarify their Proposals may be conducted. This decision is at the sole discretion of the City. Interviews will provide short-listed Consultants the opportunity to present their project team and approach to City staff and will include a question-and-answer session.

e. The City’s Selection Committee will then rank each Proposal, Price Proposal, and Interview (if applicable) to prepare a recommendation for approval. Upon authorization, the Project Manager shall negotiate a contract with the selected Consultant. Should the Project Manager be unable to negotiate a satisfactory contract with the Consultant considered to be most qualified, the Project Manager, or designee, shall terminate such negotiations with that Consultant and begin negotiations with the next most qualified Consultant and so on until negotiations are successful.

f. The City reserves the right to modify or reject any contract for the acquisition of goods and/or services submitted to it for consideration.

5.3 Responsiveness

Each Proposal will be reviewed to determine whether it is responsive to the RFP. Failure to comply with the requirements of this RFP may result in a Proposal being rejected as non-responsive. At its sole discretion, however, the City may waive any such failure to meet a requirement of this RFP and may request clarification or additional information to remedy a deficiency.

5.4 Evaluation Criteria

The Selection Committee will evaluate and rank the Proposals that satisfy the minimum qualification requirements identified in this section by applying scores to each Proposal part, as set forth in the table below.

Table 2: Proposal Evaluation Scoring

Proposal Part Scoring

Project Understanding and Management Approach

• Does Proposal address all elements of RFP?

• Does Proposal demonstrate understanding of the project objectives, methodology to be used, desired results/outcomes of the project?

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• Is the proposed timeline reasonable?

Project Team Experience and Technical Capability

• Do the individuals assigned to the project team have the necessary skills and experience?

• Are sufficient individuals of the requisite skills and qualifications assigned to the project?

• Are the individuals assigned to the project team available?

• Has it been demonstrated that the work be completed in the targeted timeframe?

• Does the Consultant demonstrate the necessary resources, financial strength, and support capabilities to successfully complete the project?

• Has the Consultant successfully completed previous projects of this type and scope?

Price Proposal

• Does Proposal include cost-breakdown of each task line item and cost element?

• Are the proposed cost and work hours appropriate to the scope of work provided?

• Are the work hours reasonable for the effort required for line item and overall project scope?

• Has Consultant demonstrated value in the cost and scope proposed?

Total possible points 100

Section 6 – Conditions for Consultants

6.1 Standard Contract

Consultants shall identify any issues they have with the Professional Services Agreement standard contract within this RFP. Consultants shall note that from time to time the City will be updating and changing the contracts, and the standard contract attached to a future solicitation will be the basis for that project, not the one contained within this RFP.

The identification of willingness to enter into the standard contract is for general purposes at this time but is part of the evaluation process and must be included. There may be negotiations on a project-by-project basis which provides further clarification. Please note the RFP asks the Consultant to provide comments on the standard contract and indicate their willingness to use the standard contract. The City is not suggesting entering into an agreement with any Consultant using this contract at the time of RFP submittal, and the City will not provide a response to the Consultant’s comments provided.

All changes to the contract must be submitted at this time. Any changes after the City award of the contract are grounds for rescinding said award. The Consultant shall identify

Page | 20 any issues they have with the standard contract within the RFP. Consultant shall note that from time to time the County will be updating and changing the contracts.

The following are some general clarifications that MAY be applied when negotiations with a selected Consultant occurs on a future project:

A. Definition of Terms: There may be further clarification as needed on a specific project, for specific contract terms.

B. Time of Completion: Each project will have a specific completion date, and some projects may be more flexible than others. The completion date will be identified by the City and will be negotiated on a project-by-project basis and included in the exhibit portion of the contract.

C. Use of sub-Consultants: The City fully expects that many project categories will require a prime Consultant and sub-Consultants as members of the project team.

The City may consider a modification to contract language that affects sub- Consultant use.

D. Public property: All project information and materials are public information and may be used at public meetings, or by the public when and if requested.

E. Insurance: Minimum values listed are statutory. The City requires being listed on the general liability policy as an additional insured. Copies of insurance certificates are not needed as part of the RFP.

F. Purchase of other items not listed on this solicitation based on percentage discounts: While the City has listed all major items on the solicitation which are utilized by the City and/or departments in conjunction with their operations, there may be ancillary items that must be purchased by the City during the term of this contract. For this reason, Vendors are requested to quote a percentage discount from the Vendor's price list that will be offered to the City for items which do not appear on this solicitation. The City reserves the right to award these ancillary items to the successful Vendor or another Vendor based on the lowest actual price offered.

6.2 Conflict of Interest

The Consultant must disclose with the Proposal, the name of any officer, director, partner, associate, or agent, who is also an officer or employee of the City.

6.3 Rights of the City

In connection with this procurement process, including the receipt and evaluation of Proposals and award of the Agreement, City reserves to itself (at its sole discretion) all rights available to it under applicable law, including without limitation, with or without cause and with or without notice, the right to:

• Cancel, withdraw, postpone, or extend this RFP, in whole or in part, at any time prior to the execution of the Agreement, without incurring any obligations or liabilities.

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• Modify the procurement schedule.

• Waive deficiencies, informalities and irregularities in a Proposal and accept and review a non-conforming Proposal.

• Suspend and terminate the procurement process or terminate evaluations of

Proposals received.

• Permit corrections to data submitted with any Proposal.

• Hold meetings and interviews, and conduct discussions and correspondence, with one or more of the Consultants to seek an improved understanding of any information contained in a submitted Proposal.

• Seek or obtain, from any source, data that has the potential to improve the understanding and evaluation of the Proposals.

• Seek clarification from any Consultant to fully understand information provided in the Proposal and to help evaluate and rank the Consultants.

• Accept or reject any or all Proposals that it may in its sole discretion deem non-responsive, to waive technicalities, or to accept the Proposal that, in its sole judgment, is most advantageous and best serves the over-all interest of the City.

• Reject a Proposal containing exceptions, additions, qualifications, or conditions not called for in the RFP or otherwise not acceptable to the City.

• Conduct an independent investigation of any information, including prior experience, included in a Proposal by contacting project references, accessing public information, contacting independent parties, or any other means.

• Request additional information from a Consultant during the evaluation of its Proposal.

6.4 Obligation to Keep Project Team Intact

Consultants are advised that all key personnel identified in their Proposals remain on the team for the duration of the procurement process and execution of the Project. If extraordinary circumstances require a change, it must be submitted in writing to the City, who shall have sole discretion to determine whether to authorize a change, recognizing that certain circumstances may occur that are beyond the Consultant’s control.

Unauthorized changes to the Project team at any time during the procurement process may result in penalties or termination.

6.5 Additional Conditions

Non-Collusion By submitting a Proposal in response to the RFP, the Consultant represents that, should the Proposal be accepted, the resulting contract(s) would not violate any provisions of federal law or regulations, or any ordinances or regulations established by the City.

Anti-Discrimination During the performance of the Contract, the Consultant agrees as follows:

• Comply with federal anti-discrimination laws.

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• Notices, advertisements, and solicitations placed in accordance with federal law, rule, or regulation shall be deemed sufficient for the purpose of meeting the requirement of this section.

Proposal Preparation Costs By submittal of a Proposal, the Consultant agrees that all costs associated with the preparation of his/her Proposal and interview preparation/materials (if applicable) will be the sole responsibility of the Consultant. The Consultant also agrees that the City bears no responsibility for any costs associated with the preparation of the Proposal and/or any administrative or judicial proceedings resulting from the solicitation process.

Drug Free Workplace The selected Consultant must provide a Drug Free Workplace in accordance with Colorado State law.

Occupational Safety and Health Act (OSHA) In instances where such is applicable due to the nature of the matter with which this…