RFP_Ballfield Pavilion_July 2024.pdf

TOWN OF BRECKENRIDGE

Recreation Center Ballfield Pavilion Design Services for Landscaping and Pavilion

REQUEST FOR PROPOSALS

July 16, 2024

TABLE OF CONTENTS

Page

SECTION I: TERMS AND CONDITIONS

A. Invitation B. Procurement Schedule C. Form of Response D. Selection Process E. Pre-proposal Conference F. Inquiries G. Addenda H. Consideration of Proposals I. Disclosure of Proposal Contents J. Original Proposal K. Investigation of Conditions L. Withdrawal of Proposal M. Single Proposal Response N. Conflicts and Inconsistencies O. Contract Award P. News Releases Q. Cost of Proposal Preparation R. Omission of Details

SECTION II: SCOPE OF SERVICES

A. Background B. Scope of Work C. Schedule of Deliverables

SECTION III: SUBMITTAL FORMS

PROPOSAL SUBMITTAL CHECKLIST

ATTACHMENT A

ATTACHMENT B

ATTACHMENT C

SECTION I: TERMS AND CONDITIONS

A. Invitation Qualified individuals, firms or consortiums are invited to submit a sealed proposal to the Town of Breckenridge (“hereinafter referred to as “TOWN”) to provide design services the space between the two baseball fields south of the Recreation Center. The work includes making the space between the baseball fields ADA compatible, new restroom facilities, water filling stations, batting cages, artificial turf warm-up area, playground area, shade structures, eliminating the entrance island, and create a connection to the existing recreation path.

The purpose of this solicitation is to bind a competent, experienced consultant into a formal Agreement with the TOWN to perform the work described in the Request for Proposals. The complete Request for Proposals document can be obtained at the Town of Breckenridge

Engineering Division, 1095 Airport Road, Breckenridge, Colorado or by emailing kendrah@townofbreckenridge.com.

This invitation should not to be construed as a commitment of any kind on the part of the TOWN, nor does it commit the TOWN to pay for any costs incurred in the submission of a proposal package, nor for any costs incurred prior to the execution of a formal Agreement.

B. Procurement Schedule To be considered, proposals must be received by the TOWN as one PDF document via email before 10:00 a.m. on August 16, 2024.

Proposal shall be emailed to websiteclerk@townofbreckenridge.com.

Any proposal received after that time shall not be considered, and shall be returned unopened to the proposer. Procedural and technical questions are to be submitted in writing to Kendra Hane at kendrah@townofbreckenridge.com.

To be considered, individuals are required to adhere to the following schedule for this procurement:

Deadline for RFP questions Monday, July 29, 2024 5:00 p.m.

Proposals Due Friday, August 16, 2024 10:00 a.m.

Interviews August 26-28, 2024 TBD

However, TOWN shall be under no obligation to comply with the schedule shown above, provided that all prospective proposers or other interested parties known to the TOWN shall be notified equally of changes made to this schedule by the TOWN within a reasonable time after such changes are made. In no event shall any proposer have any redress to the TOWN, be it financial or otherwise, in the event that the TOWN alters this schedule in any way.

Responsibility for submitting the proposal to the TOWN on or before the above stated time shall remain solely and strictly that of the proposer. The TOWN shall in no way be responsible for delays in the delivery of any proposal by U.S. mail or any other method of conveyance. The TOWN shall not be responsible for premature opening of proposals that are not marked properly as described above.

C. Form of Response This subsection contains detailed instructions to which proposers must adhere in the preparation and submittal of proposals to the TOWN.

Proposers are advised that proposal content and completeness are most important, and that clear and effective presentations are preferred, with unnecessarily elaborate, decorative or extraneous materials discouraged. Each section within the proposal shall be clearly defined for easy reference. The proposal shall be submitted as one PDF document. All electronic submittals shall be sent through email to websiteclerk@townofbreckenridge.com.

The proposal shall contain the following information and attachments:

mailto:websiteclerk@townofbreckenridge.com mailto:kendrah@townofbreckenridge.com mailto:websiteclerk@townofbreckenridge.com

• Cover Letter: Identify the proposer’s name, mailing address, telephone number and contact person(s). The letter must be signed by the proposer, and should be limited to two (2) pages. Consortiums, joint ventures or teams submitting proposals, although permitted and encouraged, will not be considered to be responsive unless it is established that all contractual responsibility shall rest solely with one firm or one legal entity, which shall not be a subsidiary or affiliate with limited resources. Indicate the entity responsible for execution on behalf of the team.

• Organizational Information: Provide a statement of the proposer’s corporate status and background, including but not necessarily limited to the following: Legal status;

organizational structure; current list of owners, officers and principals; management philosophy; brief history; type(s) of business conducted; business locations and facilities;

customer base; and ability to obtain the required insurance.

• References: List any similar projects including experience with parks and baseball facilities, work with municipalities similar to Breckenridge, experience in Colorado mountain towns, that have been performed by the proposer.

Provide the following information for each reference:

Client Name: ______________________________________ Address: ______________________________________ Contact Person: __________________________Telephone: (___) _____________ Project Dates: _______________________________ Project Description ____________________________________________ Original Project Budget: ______________________________ Final Project Cost: ______________________________ Explanation of variation from original budget to final project cost: ___________

• Project Manager and Personnel: Describe the qualifications, experience, and availability of the proposer’s candidate for project manager. Proposers are advised that failure to provide the individual selected as project manager as indicated in the proposal may constitute cause for cancellation of contract award or termination of any Agreement between the TOWN and the proposer. Additionally, describe other key personnel who will contribute to the Project with appropriate expertise in municipal facility operations, design and construction. Such descriptions shall include, but not necessarily be limited to name and job title, years of experience, qualifications, expertise, and availability. Include resumes as available.

• Project Approach: Describe the approach that the proposer would take in designing the project to meet the Town needs. Project approach should be concise. Design processes and elements should be detailed in this section of the proposal. Any other creative or innovative ideas should be detailed in this section. A conceptual schematic with the proposal is encouraged.

• Project Schedule: Provide an estimated schedule that includes constraints, critical issues, meeting dates, review periods and delivery of documents. The proposer is encouraged to review the site to determine the scope of the project.

• Fee Schedule: Proposal shall include a fee schedule for each phase. Provide a complete line item budget for the work with explanations as necessary to complete the Project as specified in the RFP, its attachments and other documents referenced. Each proposer shall certify that its price proposal shall remain valid for a period of at least one hundred and twenty (120) days. In the event that a contract award by the TOWN is delayed beyond the 120-day period, such award shall be conditioned upon the proposer's acceptance.

• Financial Information May be Requested of Selected Proposer: A statement of the proposer’s financial condition relative to the performance of this Project, specifically addressing ability to finance and maintain cash flow during the Project. Include an audited financial statement prepared by a certified public accountant, consisting of balance sheet, income statement, applicable notes and disclosures, and statement of changes in financial position, of the proposer’s firm covering the past three (3) fiscal years (or since commencement of operations, if less than three years), and an audited financial statement of any sub-consultant(s) proposed to perform twenty percent (20%) or more of the Project work, covering the past two (2) fiscal years. The most recent year’s financial statements must include either an Auditor's Report Letter or an Accountant's Review Letter.

In the event the proposer intends to borrow any funds to finance any portion of the work pertaining to this Project, a letter of intent from the bank or other lending agency must be attached, indicating the minimum amount which will be loaned and the applicable percentage rate of interest to be charged. The letter of intent may contain the qualification that the loan will only be consummated upon award of a contract by the TOWN.

In lieu of the detailed financial statement described above, a statement that indicates your company’s financial health and stability to cover the project will be accepted. More detail, as described above, will be required upon selection.

Financial information submitted to establish the financial capability, price proposal, overhead rates, and other aspects of the proposer’s fiscal condition shall be handled as confidential data and utilized on a "need-to-know" basis for proposal evaluation. The TOWN shall make all reasonable efforts to avoid disclosure to parties unrelated to the proposal evaluation process.

• Statement of Insurance: The Consultant shall provide a written statement of acknowledgment of the insurance requirements. If entered into an agreement with the Town the Consultant shall procure and continuously maintain throughout the term of this Agreement the following minimum insurance coverage:

Worker’s compensation insurance to cover obligations imposed by applicable laws for any employee of the Consultant or a sub-consultant engaged in the performance of the Services under this Agreement. Evidence of qualified self-insured status may be substituted for the worker’s compensation requirements of this Section.

General liability insurance with minimum combined single limits of $1,000,000. The policy shall be applicable to all premises and operations. The policy shall include coverage for bodily injury, broad form property damage (including completed operations), personal injury (including coverage for contractual and employees' acts), blanket contractual, products, and completed operations. The policy shall contain a severability of interest’s provision.

Comprehensive automobile liability insurance with minimum combined single limits for bodily injury and property damage of not less than $1,000,000 each occurrence and $1,000,000 aggregate with respect to each of the Consultant's owned, hired or non-owned vehicles assigned to or used in performance of this Agreement. The policy shall contain a severability of interest’s provisions.

Professional liability insurance with minimum combined single limits of $1,000,000.

• Attachment A: Acknowledgment of Receipt of RFP Packet and Addenda: This form must be completed and signed by the proposer, and attached to the proposal. The form is attached to this RFP.

Any proposal not submitted in this format shall be deemed to be non-responsive and shall not be considered further by the TOWN. The signer of the proposal must declare that the only person(s), company or parties interested in the contract as principals are named herein; that it is, in all respects, fair and in good faith without collusion or fraud; and that the signer of the proposal has the authority to bind the principal firm.

D. Selection Process Each responsive proposal received by the TOWN shall be evaluated in a consistent manner as described in this subsection. A responsive proposal is one, which complies with all material aspects of the solicitation, both as to the method and timeliness of submission, and as to the substance of any resulting contract. Prospective proposers are advised to submit all required forms, attachments, insurance certificates, and other information as requested in the RFP. The TOWN shall identify up to three (3) proposers who are considered to be best qualified to perform the work required by the TOWN.

An evaluation committee comprised of Town staff will review all responsive proposals.

Proposals will be evaluated on the completeness, ideas, qualifications, experience, schedule and price.

At the Town’s option, the best qualified firms may be invited to participate in oral interviews with the evaluation committee for the purpose of clarifying and confirming offerings and assertions made in the proposals.

The TOWN reserves the right to delay making an award as necessary to permit proper study and analysis of all proposals received, to split award on proposals, to reject any or all proposals received, and to make a pre-award survey to determine the capability of any or all proposers.

The TOWN reserves the right to reject any or all proposals if it believes there is a sound documented business reason for doing so, and to negotiate matters of Consultant performance, project schedule and other issues not directly related to the proposal price submitted prior to awarding a contract. The TOWN further reserves the right to cancel the procurement process at any time during the evaluation process if it appears that the proposals received are not suitable for any reason whatsoever.

E. Pre-proposal Conference There will be no pre-proposal conference held for the project. Proposers are encouraged to visit the site and review existing conditions.

F. Inquiries Any and all proposers may make inquiries in writing to TOWN at any time prior to July 29, 2024 at 5:00 p.m. Any written question of a proposer regarding the meaning or interpretation of the RFP, work scope, specifications, etc., must be submitted to the TOWN prior to the above-specified date. All clarifications given to any prospective proposer shall be similarly furnished to all prospective proposers in summary form as an addendum to this RFP if the lack of such information could reasonably be considered prejudicial towards uninformed proposers. No technical assistance shall be given by the TOWN to any proposer in preparation of its proposal.

Written inquiries shall be directed to:

Kendra Hane Senior Engineer kendrah@townofbreckenridge.com

The TOWN shall provide a copy of its written response to any inquiries received to all proposers made known to the TOWN.

G. Addenda Any or all changes, additions, or clarifications in connection with this RFP shall be issued by the TOWN in the form of written addenda. Each proposer must sign the “Acknowledgment of Receipt of RFP Addenda” form (Attachment A) and submit the executed form with its proposal.

Oral comments, responses and/or representations shall not be binding upon the TOWN.

H. Consideration of Proposals The TOWN reserves all rights to investigate the qualifications of any and all individuals and firms under consideration, to perform a financial audit of one or more firms, to confirm any part of the information furnished in a proposal, and to require further evidence of managerial, financial or professional capabilities which are considered necessary for the successful performance of work described in this RFP. The TOWN reserves the right to reject any or all proposals and to waive informalities and minor irregularities in proposals received.

I. Disclosure of Proposal Contents All proposals and supporting documents, except such information that discloses proprietary or financial information submitted in response to qualification statements, becomes public information held in custody of the TOWN after the proposal submittal date given in this RFP.

The TOWN assumes no liability for the use or disclosure of technical or cost data submitted by any proposer.

Nevertheless, if a proposal contains information that the respondent does not want disclosed to the public, or used for any purpose other than the evaluation of this offer, all such information must be indicated with the following or similar statement:

"The information contained on pages ________ shall not be duplicated, used in whole or in part for any purpose other than to evaluate the proposal provided; that if a contract is awarded to this firm as a result of the submission of such information, the Town of Breckenridge shall have the right to duplicate, use or disclose this information to the extent provided in the contract. This restriction does not limit the Town of Breckenridge’s right to use the information contained herein if obtained from another source."

All such nondisclosure items specified in the proposal shall be subject to disclosure as provided in Part 2 of Article 72 of Title 24, C.R.S. ("The Colorado Public Records Act") or as otherwise provided by law

J. Original Proposal The successful proposal must be an original work product of the submitting individual, firm or team. Copying, paraphrasing, or otherwise using significant portions of the work product of another organization when presenting a proposal to the TOWN shall not be permitted. Failure to adhere to this instruction may result in the rejection of the proposal.

K. Investigation of Conditions All proposers are encouraged to review this RFP carefully and to investigate all conditions involved in the execution of work. The selected firm shall not be allowed additional compensation for items on which it has failed to inform itself prior to the opening of proposals.

L. Withdrawal of Proposal Prior to the due date indicated in the RFP packet, any proposer may withdraw its proposal submitted to the TOWN by written, telegraphic, or fax notification, or in person by a firm principal or authorized representative, provided his/her identity is made known and a receipt is signed for the return of the proposal. Regardless of form, such notice must be in written form and received by the TOWN prior to the hour and date specified for receipt of proposals. After proposals are opened as prescribed herein, no proposal may be withdrawn for a period of one hundred and twenty (120) calendar days. Negligence on the part of a proposer in preparing its proposal shall not confer a right of withdrawal after the date proposals are received by the TOWN.

M. Single Proposal Response In the event that only one (1) proposal is received in response to this RFP, the TOWN may require assistance from the single responsive and responsible proposer in the preparation of a proposal price analysis in order to determine whether the single proposal received by the TOWN is fair and reasonable.

N. Conflicts and Inconsistencies In the event of a conflict or inconsistency between any of the RFP and attachments, including drawings, specifications, and the Sample Agreement or Appendix thereto, the Town shall resolve such conflict or inconsistency and provide written notice of the single interpretation to all known proposers by written addendum.

O. Contract Award The TOWN maintains the right, but shall be under no obligation, to award a contract to the responsive and responsible proposer whose offer is deemed by the TOWN to be most advantageous to the TOWN as determined by capability, qualifications and other factors set forth herein.

P. News Releases Written approval by the TOWN is required prior to any public disclosure regarding this RFP or any subsequent awards.

Q. Cost of Proposal Preparation The TOWN shall not be liable for any costs or expenses incurred for preparation of proposals submitted in response to this RFP or for any other cost incurred prior to issuance of a formal Notice to Proceed. Proposers shall not include such expenses as part of the price proposed. The TOWN shall be held harmless and free from any and all liability, claims or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this RFP.

R. Omission of Details No advantage shall be taken by any proposer as a result of the omission of any parts or details which are necessary for the provision of detailed design and engineering services even though such details may not be mentioned in this RFP.

SECTION II: SCOPE OF SERVICES

A. Background

The Breckenridge Recreation Center Ballfield Pavilion is located within Kingdom Park at 880 Airport Road, in Breckenridge, Colorado. There are two baseball fields south of the Recreation Center and the space between the two fields is the focus of this project. The baseball fields are currently getting artificial turf installed and the goal is to be able to host high school baseball and other baseball games at these fields in the future. The following paragraphs describe the goals and features to be addressed in the Proposal.

Accessibility: With wanting to host more games in this space, the accessibility and meeting Americans with Disabilities Act (ADA) becomes the top priority. Currently the space between the two baseball fields has many levels and uneven steps.

Visibility: Currently the entry to the area between the ballfields is hidden by the island to enter the parking lot. The island should be taken out and a more visible space with a sign identifying the space should be included in the proposal.

Connectivity: Connection from the entrance to the ballfields to the Blue River Recreation Path.

Required Features:

Pavilion: The space will need a bathroom with two accessible (ADA) stalls with a janitor’s room and storage room attached to it. The janitor’s room needs to be a minimum of 100 square feet and will house utilities for the plumbing for both the water refill stations, toilets, and sinks.

On the outside of the pavilion, at least 2 water filling stations are to be included. Additionally, a storage room separate from the janitor’s room would be beneficial for storing some baseball equipment.

Batting Cages and Warm-up Turf: Provide two batting cages and an additional area with artificial turf for doing warm-ups before a game.

Viewing Area: The Proposal should look into a way to potentially have some seating that allow viewing of both ballfields at the same time. Include a shade structure over the viewing area.

Playground: Investigate the location of the playground and if a new playground should be installed or an option for reusing the existing playground.

B. Scope of Work

Phase 1 Schematic Design – This phase includes the development of detailed sketches and drawings for the space. The Schematic Design Phase will fit the programming into the space using sufficient detail to show that the design meets the requirements identified in the Background Section of this document. This includes drawings that show location and size of all the components required by the Town and all other uses identified. This will also include evaluating code compliance of all design elements. This phase will also include structural, electrical and mechanical schematic design sketches that outline where these systems will be located. Provide three concepts to present to staff during this phase. During this phase there will be town staff input on the designs and selection of a design to move forward into Phase 2.

Phase 2 - Design Development – This phase will develop the design to a point where the size and shape of each space is determined along with materials, room finishes, treatments, and furnishings specified. This phase will also include ensuring that the design will meet codes and the structural, electrical and mechanical designs are sufficient. An opinion of cost will be provided by the proposer. The proposer will be required to attend a Planning Commission hearing and provide a Town Council work session presentation of the project once the DD phase has been completed.

Phase 3 - Construction Documents – This phase will complete the design of the building so that a complete set of construction documents can be used for bidding or final pricing by the contractor. These documents will become a part of the construction contract. These documents shall include construction staging and phasing plans.

Phase 4 - Construction Administration – The proposer will provide a cost for review of submittals, substitution requests, construction inspection at critical points, and advice to the owner on issues that arise during construction. This phase will be at the option of the Town of Breckenridge.

C. Schedule of Deliverables The proposer will submit the following deliverables, perform the following activities and produce the following specified work product.

1. Schematic Design Plans (3 Concepts) as described above.

2. Design Development Plan as described above.

3. Construction Documents as described above.

SECTION III: SUBMITTAL FORMS

PROPOSAL SUBMITTAL CHECKLIST

This form must be completed and returned with the proposal submittal.

Description

Proposer’s Initials

Town’s Initials

Signed Cover Letter

Organizational Information

References

Project Management and Personnel

Project Approach

Project Schedule

Fee Schedule

Financial Information

Statement of Insurance

Attachment A - Acknowledgment of Receipt of RFP Packet and Addenda

Signature of Proposer: _________________________________________________

Company: _________________________________________________

Date: __________________________________________________

ATTACHMENT A

ACKNOWLEDGMENT OF RECEIPT

OF ADDENDA

The undersigned hereby acknowledges receipt of the Town of Breckenridge Request for Proposals (RFP) addenda issued during the procurement process.

Addendum #1: ______________________________________ dated _________

Addendum #2: ______________________________________ dated _________

Addendum #3: ______________________________________ dated _________

Failure to acknowledge receipt of all addenda may cause the proposal to be considered non-responsive to this solicitation.

Name of Proposer: _______________________________

Signature of Proposer: _______________________________

Date: _______________________________

ATTACHMENT B

Town of Breckenridge Engineering Department First Round Consultant Proposal Evaluation Form- EXAMPLE

EVALUATION CRITERIA VALUE FIRMS SUBMITTING PROPOSALS

RFP Quality 10

SIMILAR PROJECTS EXPERIENCE & TEAM

QUALIFICATIONS

ESTIMATING & COST CONTROL

CAPABILITIES

PROJECT APPROACH 25

FEE SCHEDULE 15

REFERENCES 10

TOTAL 100

ATTACHMENT C

Attached PDF of Existing Site Plan.

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SITE PLAN -

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(970) 453-3196 Breckenridge, Colorado 80424

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AutoCAD SHX Text

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AutoCAD SHX Text = Area for proposal Area for proposal