RFP-City of Craig-Road Master Plan 07112025.pdf

REQUEST FOR PROPOSALS

Road Master Plan

City of Craig

300 4th Street Craig, CO 81625 www.ci.craig.co.us

Issue Date: July 16, 2025 Closing Date: August 13, 2025 http://www.ci.craig.co.us/

I. Objective:

The City of Craig is soliciting proposals from qualified consultants to prepare a Road Master Plan (herein referred to as “the plan”) for all public roads, sidewalks, and curb and gutters citywide. The plan shall include a grading or scoring system based on the condition of current road pavement, sidewalks, and curbs and gutters and provide a suggested prioritization and method for rehabilitation for asset management purposes. The plan shall be accompanied by a map showing the prioritization of rehabilitation, suggested rehabilitation methods, and incorporated into the city’s existing GIS system. The plan is locally funded through the city’s Road & Bridge Department.

II. Scope of Work:

The city has approximately 55 paved miles of public roads, or 120 lane miles. The scope of work will not include US Highway 40 (Victory Way), 4th Street, or Yampa Avenue (Highway

13) as these roads are owned and maintained by the Colorado Department of Transportation (CDOT).

It is unknown the total length of public sidewalks and curb and gutter but for purposes of the plan the evaluation of these assets will be those that are contiguous (e.g. attached) to the publicly owned roads and will not include sidewalks and curb and gutter along US Highway 40 (Victory Way), 4th Street, or Yampa Avenue (Highway 13). The city will provide its 7-year street chipseal program plan that will need to be integrated into the deliverables.

The unimproved alleyways throughout the city will not be evaluated as part of the plan. The plan shall be prepared in a format that can be used by asset managers, stakeholders, City Council, and the general public.

The following scope of work proposes some specific tasks. This information is intended to provide sideboards to the effort to enable potential consultant teams with an understanding of the level of effort necessary for purposes of submitting a clear proposal.

The city recognizes that additional tasks may be identified early in the process based on staff feedback and the additional expertise added by the project consultant team.

Consultants are encouraged to offer additional insights and may include modifications to the scope of work in their proposal.

Schedule A: Road Condition Assessment

A. Task 1 – Site Assessments, Field Visits and Data Collection:

1. Review the scope of work that has been provided and propose methodology and tasks to accomplish the stated Objective of the work.

2. Differentiate city owned and maintained roads from privately owned and maintained. The City of Craig Road map is provided as a starting point for this task.

3. Obtain field data to scientifically determine the conditions of pavement on all city owned and maintained roads. The necessary survey to assess the condition of the pavement shall be accomplished using an automated or semi-automated data collection vehicle equipped with onboard sensors for measurement of all significant parameters of pavements and associated distresses, geo-referenced, and include high resolution downward facing line-scan images and high-resolution forward and side facing images. The methodology shall conform with the latest American Society of Testing Materials (ASTM) D6433 “Standard Practice for Roads and Parking Lots Pavement Condition Index Surveys”. The equipment and methods used for the survey and data collection must be repeatable and conducted in appropriate conditions (e.g. dry pavement with adequate light) that supports the collection of quality data.

4. Provide the city with criteria that will be used in determining the condition of the pavement.

5. Create a grading and/or scoring system (pavement condition index) to rate the condition of each road. Roads can be categorized into different conditional grades based on factors such as type, surface quality, wear, distress, and overall structural integrity.

6. Provide a list of suggested pavement rehabilitation methods (e.g. full depth replacement, overlay, chipseal, crack fill, etc.).

7. Document the conditions with photos for a reference catalog and possibly attached to a road segment as an attribute in GIS.

B. Task 2 – Observe, Analyze and Provide Draft Recommendations:

1. Based on the data collected, each road segment shall be assessed for pavement distress, including type and severity, to develop a Pavement Condition Index (PCI) rating for each roadway segment. The PCI ratings shall be assigned to each roadway segment and integrated into the city’s existing GIS system and using a color coding or equivalent system to visually represent the different road conditions and ratings.

2. Include in the report a section that discusses best practices for addressing road rehabilitation in conjunction with other utility infrastructure upgrades or repairs.

3. Create a map that utilizes line weights and/or a color-coded map identifying roads and infrastructure requiring rehabilitation, maintenance, or upgrades. The map will need to be incorporated as a new layer into the city’s existing GIS system. The end goal is to have a single cohesive plan that identifies road replacement along with water and sewer infrastructure replacement, etc. The integration of these plans will allow for better coordination of projects that may overlap (e.g. when road repairs coincide with planned water or wastewater main replacement). Include layers and fields to convey the information.

4. Provide recommendations for prioritizing road rehabilitation.

5. Based on the results from Task 1 prepare a draft report and map of findings and provide it to city staff for review and input.

C. Task 3 – Final Deliverables:

1. Provide estimated costs, timelines for rehabilitation, and potential funding sources.

2. Provide a draft final report and map for city staff review and input. The final report should be a functional representation contained in GIS. The final report and map will allow city staff to quickly identify priorities for each budget cycle, and show the condition and recommendations for roads, sidewalks, and curbs and gutters.

3. Address comments raised by staff and provide a final report and map in original format and PDF.

Schedule B: Sidewalk Condition Assessment

A. Task 1 – See above only modified for sidewalks.

B. Task 2 – See above only modified for sidewalks.

C. Task 3 – See above only modified for sidewalks.

If this schedule of work is included in the contracted work the deliverables shall be integrated into a single report and map.

Schedule C: Curb and Gutter Condition Assessment

A. Task 1 – See above only modified for curbs and gutters.

B. Task 2 – See above only modified for curbs and gutters.

C. Task 3 – See above only modified for curbs and gutters.

If this schedule of work is included in the contracted work the deliverables shall be integrated into a single report and map.

III. General Proposal Requirements:

The submitted proposals must follow the format outlined below. Proposals that do not adhere to this structure may be considered non-responsive and grounds for rejection.

1. Introduction, Team Experience, and References – Introduce your consultant team and summarize your qualifications and understanding of the project. Include a minimum of three (3) examples of relevant experience with similar master plans, with emphasis on public sector plans and/or work completed in Colorado. For each example, briefly describe the scope, key outcomes, and your team’s role. Identify any subcontracted services or subconsultants and describe their role, integration into the team, and relevant experience. Provide three (3) verifiable references from these or comparable master plans, including name, title, organization, phone number, and email address.

2. Project Approach, Scope of Services, and Schedule – Describe your team’s approach to delivering this work, including an overview of how you plan to manage the scope, schedule, and coordination with staff. Clearly outline the anticipated services required for successful completion, including any specialized expertise your team will bring to the project. Include a proposed schedule that outlines major milestones and deliverables, to be aligned with the objective and scope of work in this RFP.

3. Fee Proposal – Provide a fee proposal detailing the proposed work tasks and proposed costs for each schedule and task outlined in the scope of work. The cost proposal should reflect a clear understanding of the required services and include labor hours, rates, and any anticipated reimbursable expenses.

IV. Proposal Process:

Proposals are due at or before 2:00 PM MST on August 13, 2025, at which time the proposals will be opened and reviewed. Proposals may be mailed or hand delivered to 300 West Fourth Street, Craig, Colorado. Electronic submissions will also be accepted at kcarmody@ci.craig.co.us. Mailed and emailed proposals shall be addressed to the City of Craig and shall include the project title “Road Master Plan” written thereon. Upon receipt of the proposals, the City of Craig staff will review and evaluate the proposals, conduct interviews if necessary, and award the work to the consultant who provides the most responsive effective proposal, subject to final approval by the City of Craig’s City Council.

All questions regarding the scope of work must be submitted in writing to Katie Carmody, City Clerk, at kcarmody@ci.craig.co.us by no later than 10:00 AM MST on August 1, 2025.

Responses will be issued in the form of an addendum by no later than 5:00 PM MST on August 6, 2025.

All electronic proposals must be compiled and submitted into one single pdf file and should be reduced to less than 10MB file size. The title of the email should be “Road Master Plan”.

V. Evaluation Criteria:

The City of Craig reserves the right to select the proposal that, in its sole discretion, is determined to be in the best interest of the City. Proposals will be evaluated based on the following criteria, which may be weighted as indicated but are not necessarily limited to these categories:

Team Experience and Capabilities – 35%

• Relevant experience of the consultant team

• Qualifications and expertise of key personnel and project leads

• Demonstrated success on similar projects, particularly in public sector work and/or in Colorado mailto:kcarmody@ci.craig.co.us

Project Approach – 40%

• Demonstrated understanding of the project scope and objectives

• Alignment of the proposed approach with the City’s objective and priorities

• Clarity and feasibility of the proposed project schedule and methodology

Fee Proposal – 25%

• Overall cost-effectiveness of the proposal

• Clarity, completeness, and transparency of the cost breakdown as submitted

• Alignment of proposed fees with the scope of work and project requirements

This Request for Proposal (RFP) is not a competitive bid based on price only. The request for proposal allows the city to select the proposer that best meets the needs of the City of Craig, taking into consideration proposer qualifications, price, products, and service capabilities and other factors relevant to the city’s policies, programs, administrative resources, and budget.

The City of Craig reserves the right to:

• Reject any and all proposals received as a result of this RFP.

• Waive or decline to waive any informalities and any irregularities in any proposal or responses received.

• Adopt all or any part of the consultant’s proposal.

• Negotiate changes in the scope of work or services to be provided.

• Withold the award of contract.

• Request additional information or clarification from proposal, or to allow correction of errors and omissions.

• Select the proposer it deems to be most qualified to fulfill the needs of the city. The proposer with the lowest priced proposal will not necessarily be the one most qualified, since several factors other than price are important in the determination of the most acceptable proposal.

VI. Contacts:

Danny Paul, Public Works Director, 970-826-2008 or dpaul@ci.craig.co.us Shane Baker, Road & Bridge Director, 970-824-4463 or sbaker@ci.craig.co.us Katie Carmody, City Clerk, 970-826-2008 or kcarmody@ci.craig.co.us

VII. Attachments:

1. City of Craig Road Map mailto:dpaul@ci.craig.co.us mailto:sbaker@ci.craig.co.us

Attachment #1