RFP Attachment Timnath Reservoir Plan.pdf

Solicitation Number: RFPPW0002SM Date: June 27, 2025 Title: Town of Timnath – Timnath Reservoir Master Plan Update Proposals Will be Received Electronically Until: July 25, 2025 @ 4:30pm Mountain Time

For additional information, questions, or documents, please contact Stephanie Mas, Procurement Specialist, via phone at 970-224-3211 Ext. 1410 or email at smas@timnathgov.com.

Documents included in this package:

1 Cover Sheet 2 Specifications 3 General Terms and Conditions 4 Special Terms and Conditions

The undersigned hereby affirms that:

(1) The signer is a duly authorized agent of the Contractor;

(2) The signer has read all terms and conditions and specifications which were made available in conjunction with this solicitation and fully understands and accepts them unless specific variations have been expressly listed in his/her Proposal;

(3) The Proposal is being submitted on behalf of the Contractor in accordance with any terms and conditions set forth in this document;

(4) The signer acknowledges and confirms the receipt of all Addenda issued for this Request for Proposal, including the following:

a. Addendum __ Dated __/__/____

b. Addendum __ Dated __/__/____

c. Addendum __ Dated __/__/____

d. Addendum __ Dated __/__/____

e. Addendum __ Dated __/__/____

f. Addendum __ Dated __/__/____

(5) The Contractor will accept any awards made to it as a result of the Proposal submitted herein for a minimum of ninety (90) calendar days following the date of submission, and the signer understands and accepts that all contract awards are subject to acceptance of the terms of the Town’s Independent Contractor Agreement for Standard Services, a sample copy of which is attached to this solicitation.

CONTRACTOR INFORMATION (PRINT OR TYPE INFORMATION)

Name of Company: Fax:

Address: City/State: Zip:

Contact Person: Title: Phone:

Authorized Representative’s Signature: Phone:

Printed Name: Title: Date:

Email Address:

Town of Timnath 4750 SIGNAL TREE DR.

TIMNATH, CO 80547

(970) 224-3211

(970) 224-3217 – FAX

REQUEST FOR PROPOSAL (RFP)

COVER SHEET

mailto:smas@timnathgov.com

I INTRODUCTION:

The Town of Timnath (“Town”) desires to solicit Proposals from interested firms or persons to perform services outlined in Section II of the Specifications (“Scope”). This document sets forth general information and requirements for persons and firms (“Contractors”) interested in submitting Proposals (“Proposals”) in response to this Request for Proposals (“Solicitation”).

II SCHEDULE OF ACTIVITIES:

The following activities and dates are a tentative outline of the process to be used to solicit Contractor responses and evaluate each Proposal.

June 27, 2025 ………………………………………………………………………………… Issue Request for Proposal

July 15, 2025* (1:00pm) …………………………………………………………………………… Mandatory Site Visit Location will be 5824 County Rd. 40, Ft. Collins, CO 80525

July 18, 2025 (12:00pm) ………………………………………………………………….. Question Submittal Deadline

July 22, 2025 (3:00pm) …………………………………………………………. Final Response to Questions Released

July 25, 2025 (4:30pm) ……………………………………………………………………. Proposal Submittal Deadline

Week of August 4-8, 2025 ……………………………………………………………………… Contractor Interviews**

August 11, 2025 …………………………………………………………………………… Intent to Award Notification

August 12, 2025 ……………………………………………………………………………………… Award Contract(s)

*If the planned Site Visit cannot be completed on the date above due to weather, it will be rescheduled and held on July 17, 2025 at 1:00pm beginning at the same location.

**Contractor Interviews may be held at the Town’s discretion. See the Specifications Section IV Proposal Scoring and Selection Process for details.

III PURPOSE:

Introduction:

Timnath Reservoir is an exciting open space unique to Timnath. The use of the reservoir property is available to properly permitted residents, future Timnath residents, Colorado anglers, and their guests. The property is owned by the New Cache La Poudre Reservoir Company and is leased by the Town of Timnath for recreational purposes. The Recreation Lease went into effect in 2016 and has a 15-year term, with an option to extend twice, each extension for 5 years.

Timnath Reservoir has a surface area of approximately 580-600 acres with a 6-mile shoreline with a scenic backdrop of the Rocky Mountains to the west. The reservoir and open space are utilized for aquatic activities such as boating, fishing, kayaking, and swimming.

The reservoir is a man-made water body used by the reservoir company for irrigation purposes. The reservoir water levels will fluctuate seasonally in response to irrigation demands. Town staff regulate boating and inspect for Aquatic Nuisance Species as dictated by Colorado Parks and Wildlife.

Town of Timnath 4750 SIGNAL TREE DR.

TIMNATH, CO 80547

(970) 224-3211

(970) 224-3217 – FAX

REQUEST FOR PROPOSAL (RFP)

SPECIFICATIONS

History and Recent Improvements:

In 2016, The Town of Timnath completed a concept plan of Timnath Reservoir. The public engagement included a program survey and concept plan that has been used to guide capital projects out at Timnath Reservoir. There have been several projects completed to date as part of this effort:

• A large events space

• A swim area

• Boat ramp improvements (2)

• Hard and soft surface trails

• Parking

• A restroom facility

• A non-potable irrigation system

• 2 attendant sheds to monitor use

Since the adoption of the 2016 Concept Plan, both the Reservoir and the Town have experienced significant growth and change. As a result, the Town is seeking an updated vision and plan for the site. The Town recently adopted in 2025 the Parks, recreation, open space and trails Master Plan (Master Plan). The Town included a needs assessment/priority assessment as part of the Master Plan survey which was conducted by ECC Institute. The Town wishes to use the data in that survey for the purposes of this project.

IV SCOPE:

Objectives:

The objectives of this planning process are:

1. Define the goals and objectives for use out at Timnath Reservoir

2. Develop a systematic plan that maximizes the recreational and natural open space opportunities for Town

Residents

3. Assist with identifying Recreational Programming ideas at Timnath Reservoir

4. Help the Town prioritize potential capital projects (short, intermediate and long range) and provide cost estimates

Scope and Deliverables:

This project area is limited to Timnath Reservoir and its directly adjacent amenities, as defined within the Town’s lease area and recreational use boundaries.

1. Facilitate the Master Plan process. Prospective firms shall propose a dynamic and effective process that will meet the objectives above;

2. The process should include outreach to the community. A minimum of 3 public outreach sessions or equivalent. Summarize public outreach in a memo.

3. Reviewing the following and become familiar with the Parks and Recreation Department’s current operating environment such as the 2017 Concept Plan, 2025 PROST Master Plan;

4. Performing inspections of Timnath Reservoir natural open space components to assess current conditions and potential programming impacts on the natural environment;

5. Reporting to and collaborating with the Parks, Recreation, Open Space and Trails (PROST) Committee during each stage of the planning process;

6. Provide the staff with ideas for promoting the Plan to create increased awareness and participation;

7. Comparing the needs with the available inventory of recreational facilities;

8. Analyzing possible opportunities to meet system-wide needs for passive and active recreation opportunities;

9. Recommending priorities for implementation of recreation and facilities enhancements or improvements;

10. Developing budget estimates for the priority improvements;

11. Developing schedules, guidelines, and proactive plans that focus on preserving and/or improving assets;

12. Preparing a capital improvement plan and identifying possible funding sources.

13. Plan Drafts. The purpose of this task is to communicate the vision of the plan in a form that is easily understood. A draft Master Plan will be prepared that documents the process, shows how the recommendations were formulated, and displays the results in a concise format. This task will shape the results of the prior analytical process into a Master Plan for guiding the short and long-term future of parks and recreation in the Town. As best as possible, the Master Plan should be represented in narrative form but also in graphical form, utilizing maps, graphs, charts, photography and other visual representations. The Town desires to also have the Master Plan easily transferred to an electronic format that can be displayed and consumed with minimal effort on a web page or within social media. The document should adhere to the current Accessibility Law for Colorado

14. The Master Plan. An electronic copy in a format compatible with Town standards; and a color version of the final Executive Summary consisting of one (1) printed copy and an electronic version in a format compatible with Town standards

V PROPOSAL CONTENTS:

Interested Contractors shall provide at least the following information:

1. Cover Page: Completed and signed by the Contractor’s authorized signatory.

2. Additional Contact Information: Including name(s), business address(es), phone number(s), and email address(es) of other applicable points of contact for the requirement.

3. Copy of Certificate of Fact of Good Standing for the State of Colorado.

4. A statement of availability of the Contractor to undertake the services.

5. A timeline detailing the timeframe for completion of the required services and deliverables.

6. Resumes, specific duties, and responsibility commitments for individuals involved in performance of the Scope.

7. Detailed approach to providing the proposed services and deliverables, to give the Town the opportunity to understand your process.

8. Relevant experience, including the scope, for the same or similar projects within the past five (5) years.

9. References from at least three (3) current or recent projects for the same or similar services within the past five

(5) years.

10. Pricing for the required products and/or services:

1) Proposal shall indicate the costs/rates for all proposed services and/or deliverables. Prices shall include the cost of parts and labor, and the aggregate price for the full Scope.

VI PROPOSAL SCORING AND SELECTION PROCESS

Proposals will be evaluated using the following criteria with a maximum of 100 points available. Contractors will be evaluated based on the price and non-price factors listed below. Proposals will be scored to determine the top-rated Proposal(s) that present the best value to the Town for award of the resultant contract.

1) Technical Approach and Capability – 20 points The Contractor’s overall technical approach will be evaluated to assess the Town’s level of confidence in the Contractor’s understanding of, approach to, and ability to successfully perform the requirements as described in the Scope.

2) Experience – 20 points The Contractor’s background and experience regarding recent projects for the same or similar services will be assessed to determine the likelihood that the offeror can successfully perform the requirements.

3) Qualifications of Proposed Team – 15 points The Contractor’s proposed team will be assessed to determine whether the Contractor meets the qualification requirements to perform the Scope.

4) Price – 45 points The Contractor’s price will be evaluated for completeness, reasonableness, and compatibility in relation to the requirements.

Interviews with Top-Rated Contractors:

If, at any stage of the evaluation, the top-rated Proposals are determined to be equal, or virtually equal, in regard to the evaluation criteria listed above, the Town may, at its sole discretion, invite those Contractors to participate in oral interviews. The town prefers interviews to be held in-person at the Timnath Town Center.

Interview Scoring:

If Contractors are selected for oral interviews, interview content will be evaluated and scored using the same criteria above following the interviews. A total of up to 10 points may be awarded to each Proposal’s original score based on the interview. The final evaluation will be based on the Contractor’s written Proposal, interview (if conducted), and any supplemental information requested.

Selection and Contract Award:

The Town intends to award a contract resulting from this solicitation to the responsible top-rated Contractor(s) whose initial Proposal conforming to the solicitation will be the most advantageous to the Town, price and other factors considered.

The Town may make award to other than the lowest-priced Contractor or the Contractor with the highest technical rating if the Town determines that to do so would result in the best value to the Town. The Town will not make an award at a significantly higher overall price to achieve only slightly superior performance capability.

I CONDITIONS OF PROPOSAL:

A GENERAL CONDITIONS:

Contractors are required to submit their Proposals in accordance with the following express conditions:

1 Contractors shall make all investigations necessary to thoroughly inform themselves regarding the conditions associated with this Solicitation. No plea of ignorance by the Contractor of conditions that exist or that may hereafter exist as a result of failure to fulfill the requirements of the contract documents will be accepted as the basis for varying the requirements of the Town or the compensation to the Contractor.

2 Contractors are advised that all Town contracts are subject to all legal requirements contained in the Town’s Purchasing Policies and state and federal statutes. When conflicts between the Solicitation and these legal documents occur, the highest authority will prevail.

3 All Proposals and other materials submitted in response to this Solicitation shall become the property of the Town upon receipt and will not be returned to the Contractor. Selection or rejection will not affect this right. Information that is considered proprietary should be clearly marked as such and will be handled in accordance with applicable federal and state laws. Neither cost information nor any response in total will be considered proprietary, and Contractors should assume that all portions of their response other than proprietary information will be public records.

4 The provisions herein are solely for the fiscal responsibility of the Town and confer no rights or entitlements to Contractors.

5 This Solicitation is not an offer to contract.

B CLARIFICATION AND MODIFICATIONS IN TERMS AND CONDITIONS:

1 Where there appear to be variances or conflicts between the General Terms and Conditions, the Special Terms and Conditions and the technical specifications outlined in this Solicitation, the technical specifications then the Special Terms and Conditions will prevail over the General Terms and Conditions.

2 If any Contractor contemplating submitting a Proposal under this Solicitation is in doubt as to the true meaning of the specifications, the Contractor must submit a written request for clarification to the Town through Stephanie Mas, Procurement Specialist, via email at smas@timnathgov.com. The Contractor submitting the request shall be responsible for ensuring that the request is received by the Town at least five (5) calendar days prior to the scheduled deadline for submission of Proposals.

Any official interpretation of this Solicitation must be made in writing by an agent of the Town who is authorized to act on behalf of the Town. The Town shall not be responsible for interpretations offered by employees of the Town who are not agents nor authorized to do so.

The Town shall issue a written addendum if substantial changes which impact the technical submission of Proposals are required. A copy of such addenda will be made available to each Contractor receiving the Solicitation via Rocky Mountain e-Purchasing System (BidNet). The Contractor shall certify its acknowledgment of the addendum by signing the addendum and returning it with its Proposal. In case of conflicting language with other documents that are part of the agreement between the Town and Contractor, the most recent addendum shall prevail over any previous addenda and the original contract.

Town of Timnath 4750 SIGNAL TREE DR.

TIMNATH, CO 80547

(970) 224-3211

(970) 224-3217 – FAX

REQUEST FOR PROPOSAL (RFP)

GENERAL TERMS AND CONDITIONS

https://www.bidnetdirect.com/colorado/town-of-timnath

C PRICES CONTAINED IN PROPOSAL – DISCOUNTS, TAXES, COLLUSION:

1 Contractors may offer a cash discount for prompt payment. Discounts will be considered in determining the lowest net cost for the evaluation of Proposals; discounts for periods of less than twenty days, however, will not be considered in making the award. Contractors are encouraged to provide their prompt payment.

If no prompt payment discount is being offered, the Contractor shall enter a zero (0) for the percentage discount to indicate NET 30 days. If the Contractor does not enter a percentage discount, it is hereby understood and agreed that the payment terms shall be NET 30 days, effective on the date that the Town receives an accurate invoice or accepts the products, whichever is the later date. Payment is deemed to be made on the date of the mailing of the check or issuance of ACH payment.

2 Contractors shall not include federal, state, or local excise or sales taxes in prices offered, as the Town is exempt from payment of such taxes. Town tax identification numbers will be made available to the selected Contractor.

3 The Contractor, by affixing its signature to this Solicitation, certifies that its Proposal is made without previous understanding, agreement, or connection either with any persons, firms or corporations making a Proposal for the same items, or with the Town. The Contractor also certifies that its Proposal is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action. To ensure integrity of the Town’s public procurement process, all Contractors are hereby placed on notice that any and all Contractors who falsify the certifications required in conjunction with this section will be prosecuted to the fullest extent of the law.

II PREPARATION AND SUBMISSION OF PROPOSAL:

A PREPARATION:

1 The Proposal must be typed. All corrections made by the Contractor prior to the submittal deadline must be submitted through BidNet.

2 Proposals must contain a signature of an authorized agent of the Contractor in the space provided on the Solicitation cover page. The original cover page of this Solicitation must be included in all Proposals.

If the Contractor’s authorized agent fails to sign and return the original cover page of the Solicitation, its Proposal may be invalid and may not be considered.

3 Unit prices, if applicable, shall be for the unit of measure requested. Prices that are not in accordance with the measurements and descriptions requested shall be considered non-responsive and shall not be considered. Where there is a discrepancy between the unit price and the extension of prices, the unit price shall prevail.

4 The accuracy of the Proposal is the sole responsibility of the Contractor. No changes in the Proposal shall be allowed after the date and time that the proposals are due. Changes made to the Proposal prior to the date and time that the proposals are due shall be made in accordance with Provision IV(A) of this document.

B SUBMISSION:

1 The Proposal shall be submitted via BidNet.

2 Contractors that qualify their Proposals by requiring alternate contractual terms and conditions as a stipulation for contract award must include such alternate terms and conditions in their Proposals. The Town reserves the right to declare Contractors’ Proposals as non-responsive if any of these alternate terms and conditions are in conflict with the Town’s terms and conditions, or if they are not in the best interests of the Town.

C LATE PROPOSALS:

Proposals received after the specified deadline shall be considered non-responsive and will not be considered.

III MODIFICATION OR WITHDRAWL OF PROPOSALS:

A MODIFICATIONS TO PROPOSALS:

Proposals may only be modified via BidNet prior to the submittal deadline. If more than one modification is submitted regarding the same subject matter, the modification bearing the latest date of receipt by the Town will be considered the valid modification.

B WITHDRAWL OF PROPOSALS:

Proposals may be withdrawn prior to the submittal deadline via BidNet.

IV REJECTION OF PROPOSALS:

A REJECTION OF PROPOSALS:

The Town may, at its sole and absolute discretion:

1 Accept or Reject any and all, or parts of any or all, Proposals submitted by prospective Contractors;

2 Re-advertise this Solicitation;

3 Postpone or cancel the process;

4 Waive any irregularities in the Proposals received in conjunction with this Solicitation; and/or 5 Determine the criteria and process whereby Proposals are evaluated and awarded. No damages shall be recoverable by any challenger as a result of these determinations or decisions by the Town.

B ELIMINATION FROM CONSIDERATION:

1 A Proposal may not be accepted from, nor any contract be awarded to, any person or firm which: is in arrears to the Town upon any debt or contract; or which is a defaulter as surety; or is otherwise in default upon any obligation to the Town.

2 A Proposal may not be accepted from, nor any contract awarded to, any person or firm which has failed to perform faithfully any previous contract with the Town, state or federal government, for a minimum period of three years and said previous contract was terminated for cause by the Town.

V AWARD OF SOLICITATION:

The Town shall award the Solicitation to the successful Contractor through the issuance of a Notice of Award. The General Terms and Conditions, the Special Terms and Conditions, any technical specifications, the Proposal, and the Purchase Order or Notice of Award are collectively an integral part of any agreement between the Town and the successful Contractor. Accordingly, these documents shall be incorporated into a separate contract for services. No services shall be provided until the contract for services has been signed by the Town.

I QUALIFICATIONS OF CONTRACTOR:

The Town may make such investigations as deemed necessary to determine the ability of the Contractor to perform work, and the Contractor shall furnish all information and data for this purpose as the Town requests. The Town reserves the right to reject any Proposal if the evidence submitted by, or investigation of, such Contractor fails to satisfy the Town that such Contractor is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein. Conditional bids will not be accepted.

II MATERIAL PRICED INCORRECTLY:

As part of any award resulting from this process, Contractor(s) will discount all transactions as agreed. In the event the Town discovers, through its contract monitoring process or formal audit process, that material was priced incorrectly, Contractor(s) agrees to promptly refund all overpayments and to pay all reasonable audit expenses incurred as a result of the non-compliance.

III METHOD OF AWARD:

Award of the contract will be made to the Contractor(s) whose Proposal will be most advantageous to the Town, subject to the Town’s right to reject all Proposals. See the Request for Proposal Specifications Section IV Proposal Scoring and Selection Process for details.

IV EQUAL OPPORTUNITY:

The Town of Timnath intends and expects that the contracting processes of the Town and its Vendors provide equal opportunity without regard to gender, race, ethnicity, religion, age or disability and that its Vendors make available equal opportunities to the extent third parties are engaged to provide goods and services to the Town as Subcontractors, Vendors, or otherwise. Accordingly, the Vendor shall not discriminate on any of the foregoing grounds in the performance of the contract, and shall make available equal opportunities to the extent third parties are engaged to provide goods and services in connection with performance of the contract. Joint ventures between the Contractor and qualified sub-Contractors are encouraged. The Vendor shall disseminate information regarding all subcontracting opportunities under this contract in a manner reasonably calculated to reach all qualified potential Subcontractors who may be interested. The Vendor shall maintain records demonstrating its compliance with this article and shall make such records available to the Town upon the Town’s request.

V CONFLICTS OF INTEREST:

Prior to the execution of, and during the performance of this Agreement and prior to the execution of future agreements with the Town, Contractor agrees to notify the Town of any conflicts of interest known to Contractor that impact Contractor’s provision of Services to the Town.

VI ADDENDUMS:

Contractor is responsible for obtaining and acknowledging all subsequent addendums. Failure to submit acknowledgement of subsequent addendum(s) shall deem the Contractor non-responsive.

VII COSTS INCURRED BY PROPOSER:

Costs for developing a response to the Proposal, interviews, and contract negotiations are entirely the obligation of the Contractor and shall not be charged in any manner to the Town.

VIII REQUESTS FOR CLARIFICATIONS:

The Town reserves the right to require clarification or further information with respect to any Proposal received, and to determine the final terms of any contract for services.

Town of Timnath 4750 SIGNAL TREE DR.

TIMNATH, CO 80547

(970) 224-3211

(970) 224-3217 – FAX

REQUEST FOR PROPOSAL (RFP)

SPECIAL TERMS AND CONDITIONS