RFP DILLON wetlands Delineation 06.12.2025.pdf

DILLON – Wetland Delineation 1 of 9 6/12/2025

REQUEST FOR PROPOSALS

Town of Dillon, Colorado

June 12th, 2025

Request for Proposals for Wetlands Delineation and Topographic Survey

Town of Dillon, Summit County, Colorado

PROJECT CONTACT: Dan Burroughs, P.E.

Town Engineer Town of Dillon

(970) 418-2544 danb@townofdillon.com

PROPOSALS DUE: Thursday, July 10th at 4:00 pm Submitted through BIDNET

PRE-PROPOSAL MEETING: Tuesday July 1st, 2025 at 12:30 pm Meet at Dillon Town Hall 275 Lake Dillon Drive Dillon, CO 80435 mailto:danb@townofdillon.com

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1.0 INTRODUCTION/GOAL

The Town of Dillon owns two parcels of land on Little Beaver Trail next to Straight Creek, Lots 50 and Lot 135, which are located within two different subdivisions. The Town needs to complete a formal wetlands delineation and a new topographic survey of the lot to determine how it can best be utilized.

Vicinity Map: Lot 50 and Lot 135 on Little Beaver Trail

Figure: Lots 50 and 135 at 720 Little Beaver Trail: Dillon, Colorado

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1.1 TERMS AND ABBREVIATIONS

• “Town” refers to the Town of Dillon, Colorado.

• “Bidder” refers to bidder, consultant, or consulting team.

2.0 SCOPE OF WORK: TASKS AND PHASES

2.1 TASK 1: Gathering Background

The Bidder will meet with Town staff at the site to review the limits of the scope of work.

2.2 TASK 2: Wetland Delineation Field Work

The Bidder will delineate the wetlands using industry standard and federal wetlands practices, guidelines and regulations. The bidder will survey the precise location of the actual wetlands boundary in relation to the legal property boundaries of the two lots.

The bidder will complete a wetlands report complete with a map and submit it to the Town in a PDF format for review.

2.3 TASK 3: Topographic Survey

The Bidder will have a professionally licensed surveyor in the State of Colorado complete a new topographic survey of the lot with one foot contour intervals. The survey should be treated like an Improvement Location Certificate and show, at a minimum, the locations of the edges of roads and improvements, trees, Straight Creek, wetlands and the existing Town of Dillon well. The bidder shall complete a survey map on 24”x36” size paper. The bidder shall provide a final PDF copy of the map to the Town and an AutoCAD format CAD drawing for the Town’s use. The Town will own the final CAD file and may use it for future municipal infrastructure and developments or any other purpose.

2.4 TASK 4: Wetlands Approval

The Bidder shall submit the completed wetland delineation and topographic map to the USACE (United States Army Corp of Engineers) or the appropriate federal agency(s) for acceptance. The bidder will coordinate the approval process and provide the Town with a final letter of determination and acceptance of the wetland boundary.

3.0 Fee Schedule in Bid Submission

All bidders must include and provide a Fee Schedule including the following itemizations:

A. Hours and billing rates to complete Tasks 1-4.

B. Bidders must include expected travel time and costs, and other reimbursable items as line items in their proposal.

4.0 PROPOSAL REQUIRED INFORMATION:

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Each Bidder shall provide a proposal containing the following information:

A. CONSULTANT QUALIFICATIONS. The proposal should include an executive summary presenting a high level synopsis of the RFP. The executive summary should be a brief overview of your facilitation team, including proposed team members, cost, the fee schedule as required in Section 3.0 of this RFP, and should identify the main features and benefits of the Bidder’s proposal. Include aspects of your team that separate you from others or areas of value you can bring to the project team. Also include and identify the team members and their backgrounds and roles for each key member anticipated to work on this project, including highlighting strengths of the team relative to experience in similar projects. Provide a team organization chart. Include a detailed approach to complete the scope of work and accomplish the goals of the project.

B. PRIOR EXPERIENCE: The proposal should include a maximum of three (3) projects similar to the type and scope of work described above.

C. TIMELINE: Bidders shall provide a detailed timeline to complete the scope of work including all tasks outlined above.

D. COST: Bidders shall provide a detailed itemization of the time and billing rates required to complete each task. The proposal should include an allowance for any reimbursables anticipated to be required to complete the scope of work. All proposals shall itemize costs by task and shall not provide a lump sum.

E. REFERENCES: Provide 2 or 3 references for previous successful facilitations.

References should include the name, address, and contact information of the client.

F. CONFLICTS OF INTEREST: Bidders shall provide a statement regarding any existing potential conflicts of interest.

G. LITIGATION: Bidders shall provide a list of litigation involving The Consulting Team in the past five (5) years and lawsuit dismissal and/or termination outcomes.

H. MODIFICATIONS TO THE CONTRACT: Bidders shall include a statement of any comments or edits the Bidder may/will propose to the template Agreement.

All interested Bidders should provide notification to the Town prior to the clarification deadline.

If any Bidder contemplating submitting a proposal under this RFP is in doubt as to the true meaning of the specifications, the Bidder must submit a written request for clarification to the Town. Bidders may make written email requests concerning this RFP to obtain clarification of requirements or to ask questions. No inquiries will be accepted after the clarification deadline as indicated in the timeline below.

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All Bidder inquiries will be responded to at the same time which will be after the clarification deadline. Responses will be provided to all Bidders who have notified the Town and/or who have requested clarification or provided questions. Bidders should not rely on any other statements, either written or oral, that alter any specification, term, or condition of the RFP during the open solicitation period. Bidders should not contact any team members of any individual associated with the Town regarding this RFP or this project or your proposal may be denied.

A Bidder, by affixing its signature to its proposal, certifies that its proposal is made without previous understanding, agreement, or connection either with any persons, firms, or corporations offering a bid proposal for the same project, or with the Town. The Bidder also certifies that its bid is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action. To ensure the integrity of the Town’s public procurement process, all Bidders are hereby placed on notice that any Bidder who falsifies certifications required in conjunction with this section shall be prosecuted to the fullest extent of the law.

Bid proposals must contain a manual signature of an authorized agent of the Bidder. If the Bidder’s authorized agent fails to sign the bid proposal, its proposal may be considered a voided offer and may not be considered, in the Town’s sole discretion.

Bid proposals received after the RFP submission deadline may be considered non-responsive and returned unopened to the proposer.

The accuracy of the bid proposal is the sole responsibility of the proposer. No changes in the proposal shall be allowed after the date and time of the RFP submission deadline due to error by the Bidder.

Bids may be withdrawn prior to the RFP submission deadline. Such requests must be made in writing on company letterhead.

Any official interpretation of the RFP must be issued in writing by the Town or an agent of the Town authorized to act on its behalf. The Town shall not be responsible for verbal interpretations offered by employees or agents of the Town.

5.0 SELECTION SCHEDULE

June 12, 2025 RFP Release Date

July 1st, 2025 Site Walk Through with prospective bidders at 12:30 pm Meet at Dillon Town Hall at 275 Lake Dillon Drive.

July 8, 2025 Clarifications Deadline, 3 pm MDT

July 10, 2025 RFP Submittal Deadline, 4 pm MDT

June/July , 2025 Shortlist interviews

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NOTE: 2-4 bidders will be selected for interviews. Interviews will be conducted online by Microsoft TEAMS.

August 1st, 2025 Bidder Selection will be completed by August 1st, 2025.

August, 2025 Kickoff Meeting (tentative)

6.0 PROPOSAL SUBMITTAL INSTRUCTIONS

A. Bidders shall submit a PDF copy of their bid electronically through the Rocky Mountain ePurchasing System, (Bidnetdirect.com).

B. E-mailed bids will not be accepted.

C. Bidders shall submit an example wetlands delineation report, prepared by the bidder or member of their team, to demonstrate their process and deliverable.

7.0 SELECTION CRITERIA

A selection committee will review all proposals. The proposals will be scored on the following criteria:

A. Quality and thoroughness of the proposal, including the consultant’s interest in the project and the thoroughness of understanding the scope of work requested.

B. Bidder’s understanding of the wetland delineation process and approval by the

USACE.

C. The consultant’s and sub consultant’s reputation, experience, and past performance in successfully completing projects of similar type and scale.

D. Alignment with the best interests of the Town, as determined solely by the Town.

E. Consultant’s proposed approach, including philosophy and process, and associated fees.

F. Additional consultant agency information.

G. Interviews.

8.0 ADDITIONAL TERMS, CONDITIONS, AND INFORMATION

A. TOWN’S CONTACT PERSON: Dan Burroughs, P.E., Town Engineer DanB@townofdillon.com

(970) 418-2544

All requests for clarification and notifications of interest should be submitted through the Rocky Mountain ePurchasing System, not emailed directly to the Town’s

Contact Person.

mailto:DanB@townofdillon.com

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B. ACCEPTANCE OF PROPOSAL: The Town may, in its sole and absolute discretion (a) reject any and all, or parts of any or all, bid proposals submitted by Bidders, (b) re-advertise this RFP, (c) postpone or cancel the bid process for this RFP, or (d) waive any irregularities or technicalities that are not qualified as requirements for responsiveness to this RFP or in proposals received in conjunction with this RFP.

Proposals shall be valid for a minimum of ninety (90) days. Prices in a proposal must be fixed for the term of the contract.

C. COST OF PROPOSAL AND BIDDER EXPENSES: Bidders are solely responsible for all costs of preparing their proposal and participation in this RFP, and the Town assumes no responsibility for payment of any expenses incurred by a Bidder as part of this process. For the selected facilitation team, no reimbursement will be made by the Town for any costs incurred prior to full execution of a contract and issuance of written notice by the Town to commence project services.

D. LATE PROPOSALS: Late proposals will not be considered.

E. OPEN RECORDS ACT AND CONFIDENTIALITY: As a governmental entity, proposals submitted to the Town for consideration shall be subject to the Colorado Open Records Act (the “Act”). Any restrictions on the use of data contained within a proposal must be clearly stated in the proposal itself. Any information the consultant does not wish to be provided to the public should be included in a separate attachment to the proposal and marked as proprietary. However, should the Town receive a request in accordance with the Act, it shall make a final determination as to whether the information is releasable. Bidders will be notified before information is released. Proposals submitted and terms and conditions specified in each Bidder’s response shall remain the property of the Town.

F. MODIFICATIONS TO CONSULTING AGREEMENT: The selected consultant will be required to enter into a consulting agreement with the Town. Terms and conditions may be added, modified, and deleted upon mutual agreement between the Town and the successful Bidder provided that such terms and conditions remain within the scope and original intent of this RFP. Said terms and conditions may include, but are not limited to, increases or decreases in the time limits for an existing contract and additions to the number of community meetings required to be held. Any modifications must be expressed in writing through a contract amendment, executed by authorized agents of the Town and the successful Bidder prior to the enactment of such modifications.

If a contract cannot be negotiated with the Town’s original selected consultant, the negotiations will be terminated in writing and negotiations will begin with the next most qualified consultant.

G. OPENING OF PROPOSALS: The Town reserves the right to open proposals received in response to this RFP, privately and unannounced, after the closing date and time.

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H. PROPOSAL RESPONSIVENESS: This RFP provides prospective bidders with sufficient information to prepare and submit proposals for consideration by the Town. To be considered responsive, each proposal must provide for completion of the tasks outlined in the RFP.

I. BACKGROUND CHECKS/INVESTIGATIONS: The Town may conduct investigations as it considers necessary to assist in evaluating any proposal and to establish the responsibility, qualifications, and financial ability of the Bidder and award the bid in accordance with the proposal documents to the Town’s satisfaction within the prescribed time. The Town may consider, but not be limited to, financial condition, prior experience, previous customer satisfaction, performance data, and current capacity as part of its evaluation.

J. LICENSES REQUIRED/COMPLIANCE WITH APPLICABLE LAW. Successful Bidder shall maintain all required licenses, if any, and be familiar and comply with all local, state, and federal directives, ordinances, rules, orders, and laws as applicable to, and affected by the project including, but not limited to, the Equal Employment Opportunity Commission (EEOC), the Occupational Safety and Health Act (OSHA), the Americans with Disabilities Act (ADA), the Colorado Illegal Aliens-Public Contracts for Services legislation, and the Keep Jobs in Colorado Act of 2013.

K. EQUAL OPPORTUNITY: No Bidder shall be excluded from consideration for award in conjunction with this solicitation on the basis of race, color, creed, national origin, handicap, or sex or be subjected to discrimination under any contractual award administered by the Town.

9.0 OTHER ISSUES

A. Bidders are advised that all Town contracts are subject to Town Council approval and all legal requirements contained in the Town’s procurement rules and policies, if any, and applicable law governing purchasing activities. When conflicts between this RFP and these applicable laws occur, the highest legal authority shall prevail.

B. A proposal may not be accepted from, nor any contract awarded to, any person or facilitation team which is in arrears to the Town upon any debt or contract or which has defaulted as surety or otherwise upon any obligation to the Town.

C. A proposal may not be accepted from, nor any contract awarded to, any person or facilitation team who has failed to perform faithfully any previous contract with either the Town, or the State or Federal government for a minimum period of one (1) year after such previous contract was terminated for cause.

D. A proposal may not be accepted from, nor any contract awarded to, any person or facilitation team which has pending litigation against the Town on the date and time of the RFP submittal deadline.

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E. All employees or sub-consultants of a Bidder shall be considered to be, at all times, employees of the Bidder under its sole direction and not an employee or agent of the

Town. The Bidder shall supply competent and physically capable employees in a number that is consistent with the RFP requirements. The Town may, in its sole discretion, require the Bidder to remove an employee it deems careless, incompetent, insubordinate, or otherwise objectionable and whose continued employment on

Town property is not in the best interest of the Town.

10.0 DOCUMENTS INCLUDED WITH AND PART OF THIS RFP: In addition to this RFP, the following document is included and incorporated herein by reference as a part of this RFP.

Attachment 1 – Template of the proposed Consultant Agreement

Attachment 2 – Survey of Lots 50 and 135