RFP-25-024_BIDNET.pdf

REQUEST FOR PROPOSAL # 25-024

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REQUEST FOR PROPOSALS

Age Friendly Action Plan

FOR

THE CITY OF ENGLEWOOD, COLORADO

RFP NO: 25-024

RFP ISSUANCE DATE: May 6, 2025

PROPOSAL DUE DATE: June 10, 2025

This document is the UNOFFICIAL RFP document. The City of Englewood's official posting platform can be found on The City of Englewood's website, Solicitation

Opportunities & Awards. Instructions for registration are included for the new platform.

Solicitation Opportunities & Awards | City of Englewood, Colorado https://www.englewoodco.gov/government/city-departments/finance/solicitation-opportunities-awards

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Statement of Purpose The Malley Recreation Center (MRC) is seeking proposals from experienced professional consultants to conduct and facilitate research that will provide a comprehensive plan to enrich the lives of local older adults through expanded resources and services. The consultant will work with the MRC Senior Services Manager, Recreation Supervisors, City Management, current and potential local stakeholders, and the community to develop an action plan that provides a comprehensive expansion of necessary programs and services targeting the 55+ community in Englewood and its surrounding areas.

The plan will include comprehensive data analysis of MRC usage and visitor demographics, as well as an age breakdown and identification of older adult concentrations within the city of Englewood. It will incorporate community needs, identify opportunities for collaboration and expansion to meet the community's needs better, and align with the proposed Age-Friendly Action Plan. This comprehensive plan should specify proposed goals for the overall resource provision model, to include on-site resources, potential program expansion, and partnerships with local stakeholders. In addition, the comprehensive plan and recommendations will identify financial impacts of the proposed goals, objectives, and activities, and provide input on best practices to gather input via evaluation methods for the 55+ age range.

Considerations The City invites Consultants to submit a Proposal and Fee according to the requirements outlined in this Request for Proposals (RFP). The 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 conducting and facilitating a comprehensive strategic planning process. Consultants shall be financially sound and possess the necessary resources and ability to perform the required services professionally and safely, in accordance with industry standards.

Proposals in response to this Solicitation must be submitted before 2:00 PM MDT, June 10, 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 completing the scope of work, the qualifications of the project team, their experience in similar work, and the value of the proposed fee to complete the job. The City may conduct interviews with short-listed firms.

Negotiations may be held with the Consultant ranked highest by the evaluation committee, based on their proposal, fee, and interview. The City and the top-ranked Consultant may negotiate the details of the final contract, and City Council approval of the award will be requested. Upon Council approval, the contract will be signed, a

Page | 3 purchase order (PO) will be set up, and work may commence. Should the city be unable to reach an agreement with the top-ranked Consultant, negotiations may begin 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 Managers

Nancy Baum, Senior Services Manager Shelly Fritz-Pelle, Recreation Supervisor

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

Pre-Proposal Meeting

A recommended pre-proposal meeting will be held on Thursday, May 15 @ 9:00 AM MDT at the Englewood Civic Center, 1000 Englewood Parkway, Englewood, CO 80110, 3rd Floor.

It is recommended that a Consultant representative attend to understand the scope of work.

Questions raised and information provided during the pre-proposal meeting will be reviewed for applicability and addressed as necessary in an addendum. Oral statements may not be relied upon and will not be binding or legally effective.

Questions

Questions will be accepted until May 19, 2025 @ 2:00pm. Once the question period expires, the addendum will be posted on the City’s Online Procurement System. Verbal questions raised during the recommended pre-proposal meeting and site visit will be screened for applicability and, as applicable, addressed in an addendum. All questions during the procurement period must be directed in writing to:

Trudi Peepgrass Procurement & Contracts Manager Finance Department City of Englewood 1000 Englewood Parkway, Englewood, CO 80110 303-762-2419 tpeepgrass@englewoodco.gov

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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

Section 1 – Project Overview, Background, and Goals

1.1 Project Overview

• To enrich the lives of the older adult population in Englewood- 30% of Englewood citizens over the age of 50-by enhancing and expanding programs and services to meet the changing needs of current and future older adults

• To build upon current programs and services and identify potential gaps or areas to address

• To gather more specific data on the needs of the older adult population, as well as resource gaps

• To best serve the community and better understand needs by receiving input directly from the older adult population of Englewood to connect and gain insight

• To provide a comprehensive overview of and ways to repurpose and/or update the “Buzz Room” at MRC to better provide resources and services to the older adult population of Englewood

1.2 Project Background

The City of Englewood is committed to enhancing the quality of life for those we serve by delivering exceptional services that foster a vibrant and inclusive community. We make fiscally responsible decisions to invest in our future and preserve our unique identity while embracing new growth. The City’s vision of advancing our community together is undergirded by the values of a foundation built on trust, valuing people, resilient leadership, being one team, cultivating partnerships, and pride in Englewood.

In early 2023, the City of Englewood's City Council identified one of the community wellbeing goals within its Strategic Plan to focus on Senior Services. This goal outlines the need to enhance services and programs for senior citizens, focusing on safety and https://www.englewoodco.gov/our-city/contact-us/mission-vision-and-values

Page | 5 security, reducing food insecurity, aging in place, and housing. Project points identified within this goal include implementing program offerings that focus on food security, nutrition, personal safety, housing, cyber safety, aging in place, and financial and health resources and services available to this population.

Additional action items have been identified to include opportunities for feedback directly from the older adult community of Englewood regarding resources and services that are in the greatest need.

In the spring of 2024, the Senior Services Division of the Parks, Recreation, Library, and Golf Department was established with the hiring of a Senior Service Manager, who is housed at the Malley Recreation Center (MRC). Malley Recreation Center was built in 1977 and caters programs and services to the 55+ community.

An Age-Friendly Action Plan (AFAP) was developed to address further the community wellbeing goals of the City of Englewood Council. This AFAP plan provides a closer examination of the city of Englewood's basic demographics, including the current composition of the 50+ population, as well as projections for the years to come, based on census information and statistics from the Colorado Department of Local Affairs. It was determined that in 2022, approximately 32% of Englewood’s residents were over the age of 50, and 21% were over the age of 60, resulting in an old-age dependency ratio of 19.9%. It was further determined that 21% of Colorado’s population will be over the age of 60 by 2030, according to the U.S. Census Bureau. According to the Colorado Health Institute, the older adult population in Colorado is projected to double to 1.7 million people by 2050. The National Council on Aging states that older adults are one of the fastest-growing groups in the country, predicting that 80.8 million Americans will be age 65 or older in 2040, which is twice as many as in 2000.

1.3 Project Goals

The planning process should assess the growth patterns and demographics of the community, exploring service needs related to future trends, programming requirements, and technologies for older adults. The City of Englewood is seeking a consultant to lead a process to develop a plan that will guide operations and funding priorities for the next 3-5 years. The scope of work will incorporate the proposed AFAP objectives detailed in this document into a comprehensive plan to serve this population better:

The Age-Friendly Action Plan for the City of Englewood encompasses the following overarching goals:

Food Security & Nutrition- Meal Programs, Foodbank & Pantry Access & Awareness, Nutrition Education

• Goal: Increase participation in the Volunteers of America Lunch Program at Malley by 25% and connect those with mobility concerns to Meals on Wheels. Projected Timeline: Q4 2025.

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• Goal: Partner with Swedish Medical Center to provide quarterly nutrition counseling. Projected Timeline: Q4 2025.

• Goal: Partner with the Foodbank of the Rockies to provide “Evergreen Boxes” for those 60+. Projected Timeline: Q4 2025.

Personal Safety-Frauds & Scams, Personal Safety, Home Safety

• Goal: Provide two programs per quarter targeting safety concepts from community partners including Englewood Police, and Arapahoe Co. District Attorney. Projected Timeline: Winter 2025

• Goal: Continue to offer the Safety Symposium for Older Adults annually at Malley Recreation Center. Projected Timeline: Ongoing

Age in Place Resources- Aging at Home, Health & Social Supports, Preserving In dependence, Affordable Housing

• Goal: Partner with Arapahoe County Senior Services to offer presentations on light housekeeping, transportation, counseling, and energy assistance programs once per quarter. Projected Timeline: Ongoing

• Goal: Connect patrons with appropriate housing resources per level of need.

Englewood Housing Authority, Hud.gov, independent & assisted living options Projected Timeline: Ongoing

Cyber Safety & Technology Assistance- Increased Awareness of Cyber Scams, Technology Use & Navigation, Increase Comfort levels Through Exposure

• Goal: Provide weekly classes and opportunities for assistance to gain insight into technology specifically on smartphones and tablets to include use of apps that may enrich lives. Ex. Lyft/Uber, Grocery Shopping, etc. Projected Timeline:

Ongoing

• Goal: Provide quarterly presentations by local experts on how to avoid or potentially spot scams and potential for cyber fraud. Projected Timeline: Winter

Financial & Health Resources-Social Security & Medicare Guidance, Wills, Trusts, Power of Attorney, Local Health Resources

• Goal: Provide quarterly opportunities for the community to meet with governmental officials including the Social Security Administration, Center for Medicaid & Medicare Studies, State Health Insurance Program to aid in navigation of programs and services. Projected Timeline: Ongoing

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• Goal: Provide monthly classes by local experts and partners provide tools in creating a Will, Trust, and assigning Medical & Financial Power of Attorney.

Projected Timeline: Winter 2025

• Goal: Offer annual Healthy Aging Expo with vendors to provide resources and information that may enrich the lives of older adults in Englewood. Projected Timeline: Ongoing

Section 2 – Project Schedule and Milestones

2.1 Schedule

Final Age Friendly Action Plan to be completed by the end of Q4 and implemented in

2.2 Project Milestones

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

Request for Proposals posted May 6, 2025 Recommended Pre-Proposal meeting May 15, 2025 @ 9:00 am Deadline for written questions May 19, 2025 @ 2:00 pm Proposal and fee submission due date June 10, 2025 @ 2:00 pm Anticipated Council consideration June 2025 Anticipated Notice to proceed June 2025

Section 3 – Scope of Work Consultant will:

• Facilitate strategic planning work group meetings.

• Review, collect, and analyze data related to the planning effort and recommendations.

• Conduct stakeholder interviews and focus groups (internal and external), surveys, and other community needs assessment meetings as required.

• Work closely with designated staff on tasks related to the strategic planning project.

• Create a comprehensive planning document.

• Deliver presentations to the Malley Trust Fund, patrons, City Council, community stakeholders, and staff.

• Create a Draft of the Age-Friendly Action Plan incorporating suggestions from a process to developing a plan that will guide operations and funding priorities for the next 3-5 years. The scope of work will incorporate the proposed AFAP

Page | 8 objectives detailed in this document into a comprehensive plan to better serve older adults in Englewood.

• Present a Final version of the Age Friendly Action Plan incorporating the suggestions from a process to develop a plan that will guide operations and funding priorities for the next 3-5 years. The scope of work will incorporate the proposed AFAP objectives detailed in this document into a comprehensive plan to better serve older adults in Englewood..

The consultant shall provide the following services:

1. Research and Data Analysis

a. Conduct comprehensive data analysis of Malley Recreation Center (MRC) usage pattern

b. Analyze visitor demographics at current older adult service location

c. Develop detailed age demographic breakdown of Englewood residents

d. Identify and map concentrations of older adults within the City of

Englewood, CO

e. Research best practices in age-friendly community planning from comparable municipalities

2. Community Needs Assessment

a. Design and implement a multi-method community assessment process

b. Facilitate focus groups with diverse older adult populations in the City of

Englewood, CO

c. Conduct stakeholder interviews with service providers, community leaders, and older adults

d. Develop and administer surveys targeting the 55+ population

e. Identify gaps in current service provision and unmet needs

3. Partnership and Collaboration Analysis

a. Identify potential partnerships with community organizations, healthcare providers, and businesses

b. Evaluate opportunities for inter-departmental collaboration within the City of Englewood, CO

c. Assess regional partnerships with surrounding communities for shared services

d. Research innovative public-private partnership models for older adult services

4. Age Friendly Action Plan Development

a. Establish clear goals, objectives, and action steps for enhancing older adult services

b. Develop recommendations for on-site resource provision at existing facilities

c. Identify program expansion opportunities based on community needs

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d. Create implementation timelines with short-term, mid-term, and long-term objectives

e. Establish measurable outcomes and evaluation metrics

5. Financial Impact Analysis

a. Provide detailed cost projections for recommended programs and services

b. Identify potential funding sources, including grants and public-private partnerships

c. Develop sustainable funding models for ongoing program operations

d. Provide cost-benefit analysis of proposed initiatives

6. Evaluation Framework

a. Design effective evaluation methods specifically for the 55+ age range

b. Develop ongoing feedback mechanisms for program improvement

c. Create performance metrics to measure program success

d. Establish data collection protocols for continuing assessment

7. Deliverables

a. Comprehensive written Age Friendly Action Plan document

b. Executive summary for city leadership and stakeholders

c. Presentation materials for community meetings and City Council

d. Implementation toolkit with resources, templates, and guidance

e. Digital and print-ready formats of all materials

The consultant will work closely with designated City of Englewood, CO staff throughout the project and provide regular progress updates. All research, recommendations, and deliverables must be tailored specifically to the unique needs and characteristics of the City of Englewood, CO.

Malley Recreation Center will:

• Coordinate dates and logistics for meetings of planning work group.

• Coordinate dates and logistics for community meetings related to planning.

• Provide access to recreation program data.

• Disseminate consultant materials to planning work group and others, as needed.

• Coordinate public communications related to the planning process.

Consultant Questions:

1. Please describe your firm's experience in developing age-friendly action plans for municipalities similar in size to the City of Englewood, CO. Include at least two examples of similar projects and outcomes achieved.

2. How will your team analyze the Malley Recreation Center usage patterns and visitor demographics to inform the Age Friendly Action Plan for the City of Englewood, CO?

3. Describe your methodology for creating a detailed age demographic breakdown of City of Englewood, CO residents, including your approach to identifying and mapping concentrations of older adults within the city.

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4. What research methods will you employ to identify best practices in age-friendly community planning from municipalities comparable to the City of Englewood, CO?

5. Detail your proposed community assessment process for the City of Englewood, CO, including specific strategies for engaging diverse older adult populations through focus groups, stakeholder interviews, and surveys.

6. How will you ensure participation from hard-to-reach older adults in the City of Englewood, CO, such as those with mobility limitations, limited technology access, or language barriers?

7. Describe your approach to identifying service gaps and unmet needs among the 55+ population in the City of Englewood, CO.

8. What methodology will you use to identify potential partnerships with community organizations, healthcare providers, and businesses within the City of Englewood, CO to enhance older adult services?

9. How will you evaluate opportunities for inter-departmental collaboration within the City of Englewood, CO specifically related to older adult services?

10. Describe your process for assessing regional partnership opportunities with communities surrounding the City of Englewood, CO for potentially shared older adult services.

11. Outline your approach to developing clear goals, objectives, and action steps for the City of Englewood, CO's Age Friendly Action Plan, including your methodology for prioritizing recommendations.

12. How will you tailor your recommendations for program expansion to the unique characteristics and needs of the City of Englewood, CO's 55+ population?

13. Describe your process for creating implementation timelines with short-term, mid-term, and long-term objectives specific to the City of Englewood, CO's capacity and resources.

14. What approach will you take to establish measurable outcomes and evaluation metrics for the City of Englewood, CO's Age Friendly Action Plan?

15. Detail your methodology for providing cost projections for recommended programs and services in the City of Englewood, CO, including any benchmarking processes you will use.

16. How will you identify potential funding sources, including grants and public-private partnerships, specifically relevant to the City of Englewood, CO?

17. Describe your approach to developing sustainable funding models for ongoing program operations within the City of Englewood, CO's budgetary framework.

18. What methods will you employ to conduct a cost-benefit analysis of proposed initiatives for the City of Englewood, CO's older adult population?

19. Describe your approach to designing evaluation methods specifically for the 55+ age range in the City of Englewood, CO.

20. How will your team structure the comprehensive written Age Friendly Action Plan document to meet the specific needs of the City of Englewood, CO stakeholders?

21. Provide examples of implementation toolkits you have developed for similar projects and how you would tailor such resources to the City of Englewood, CO's specific context.

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22. Detail your project management approach, including how you will communicate with City of Englewood, CO staff and provide regular progress updates throughout the project.

23. How does your team's professional qualifications and expertise align with the specific requirements of the City of Englewood, CO's Age Friendly Action Plan project?

24. Describe your knowledge and experience with the AARP Age-Friendly Communities framework and how you would apply it to the City of Englewood, CO project.

25. How will you ensure that all deliverables for the City of Englewood, CO project are provided in accessible formats for diverse audiences, including older adults with varying abilities?

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 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 June 10, 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

Page | 12 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 15 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.

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

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 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

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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 – 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.

o A description of the project team along with resumes for each person.

• 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.

• A document outlining the qualifications of the firm or consultant including the firm or consultant’s history, its capabilities and relevant experience. Additional inclusion of demonstrated experience with urban libraries and municipal governments and any other qualifications such as professional licenses or certifications.

• Provide relevant experience and success in strategic planning facilitation, including the level of satisfaction of current and past clients.

• Experience of firm or consultant in understanding the latest trends and issues.

Note: The identification and utilization of specific key personnel throughout 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.

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

Provide detailed information on the three (3) most applicable projects which have been substantially completed by the Consultants team members similar to size and scope of the City of Englewood. 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.

A Project Work Plan/Approach which describes your understanding of the project, methodology, tasks, an outline for meeting the timeline and an estimated amount of time for each task. Include your deliverables, project schedule and milestones, assumptions and any variables that could delay the project. List any resources you expect the City of Englewood/ Malley Recreation Center to provide that have not been previously described.

Each proposal may contain sample material such as a strategic plan document, any additional documentation or information needed that the firm or consultant deems necessary to assist the City of Englewood/Malley Recreation Center in the selection process.

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Proven ability and experience in expertly facilitating large and small staff and public discussions and providing a concise synopsis of the proceedings.

Flexibility, creativity, and responsiveness outlined in the Project Work Plan/Approach to the project.

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 for the Project. 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

A Cost Proposal including total fee, cost by proposed task, and individual expenses for each project team member. These should include costs for providing planning services, including supplies, an estimate of hours, rate schedule for project staff, estimated reimbursable expenses, number of onsite visits and cost per trip, and other costs associated with the planning process.

Cost and demonstrated ability to meet deadlines and operate within budget.

If Consultant recommends Supplemental Services, this shall be provided as separate line item(s) in the Price Proposal and shall be detailed in the same manner.

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 short-list all Proposals that 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?

• Plans for developing a practical implementation toolkit

• Approach to progress reporting and addressing potential challenges

• Team structure and resource allocation

• Strategies for ensuring on-time delivery of all project components

• Clarity and feasibility of proposed approach to developing the Age

Friendly Action Plan

• Quality of proposed framework for goal setting and objective development

• Demonstrated ability to create actionable implementation timelines

• Experience developing measurable outcomes and performance metrics

• Proposed methodology for analyzing Malley Recreation Center usage patterns

• Approach to gathering and analyzing visitor demographics at older adult service locations

• Previous experience conducting comparable community data analysis projects

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?

• Previous success identifying and facilitating community partnerships for older adult services

• Experience with inter-departmental municipal collaboration models

• Understanding of public-private partnership models for older adult service delivery

• Creativity in leveraging existing community assets and resources

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?

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• 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 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.

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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.

No Malley Trust Fund Board member, City Council, or staff member shall have financial interest in this proposal.

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.

• 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.

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• 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.

• 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 Proposal is concerned, all material, equipment, etc., as proposed and offered by Consultants must meet and conform to all OSHA requirements; the Consultant's

Page | 21 signature upon the Proposal being by this reference considered a certification of such fact.

Patent Infringement, Etc.:

By submission of a Proposal the Consultant certifies that the services to be furnished will not infringe any valid patent, copyright, or trademark and the successful Consultant shall, at his/her own expense, defend any and all actions or suits charging such infringement and hold the City harmless in case of any such infringements.

6.6 Addenda

If any revisions or clarifications to the RFP or procurement process become necessary or desirable (at the City’s sole discretion), the City may issue written addenda.

6.6 Addenda