RFP for 2025 Cemetery Irrigation 9.3.25.docx

Request for Proposals for Basalt Fairview Cemetery Irrigation System

Town of Basalt 101 Midland Avenue Basalt, CO 81621 www.basalt.net

ISSUE DATE: September 5th, 2025 CLOSING DATE: September 29th, 2025

REQUEST FOR PROPOSALS

Sealed proposals will be received by the Town of Basalt via email or through the Bidnet Direct website, www.bidnetdirect.com, until 4:00p.m., September 29, 2025, at which time the proposals will be opened and reviewed, for the following project:

Basalt Fairview Cemetery Irrigation System

The current irrigation system at the cemetery is not automated and contains outdated irrigation components. In order to improve irrigation efficiency and coverage the Town has worked with Colorado Outdoor Environments, Inc. on a renovation design. This project includes the installation of new irrigation valves, sprinkler heads, a new solar-powered controller and two-wire path to all valves, and a solar-powered pump station with enclosure.

In accordance with the Town’s Procurement Policy, the Town intends to award this contract to a qualified Team with the proposal determined to be in the best interest of the Town based on expertise, qualifications, cost, and the criteria set forth in this proposal.

The Town of Basalt reserves the right to reject any or all Proposals or accept what is, in its judgment, the Proposal which is in the Town of Basalt’s best interest. The Town of Basalt further reserves the right, in the best interests of the Town of Basalt, to waive any technical defects or irregularities in any and all Proposals submitted.

The Town may contact Proposers for the purpose of clarification on a proposal. To the extent permitted by C.R.S. § 24-72-101 et seq., any and all of the documents that are submitted to the Town are considered confidential and are not subject to examination and inspection by third parties until after the deadline for submittal. See the Section entitled “Contract/Legal/Terms and Conditions.”

Table of Contents

Project Description

This project includes irrigation improvements to Basalt’s Fairview Cemetery, which is located on the Cemetery Road in Basalt, CO.

This project will include a new automated sprinkler irrigation system to serve cemetery turf and landscaped areas. This project includes the installation of new irrigation valves, sprinkler heads, a two-wire communication path, a new control system, and a solar-powered pump station with enclosure.

The project area is depicted in the vicinity map below.

Figure 1 – Project Vicinity Map

The project is further detailed in the following attached documents:

Attachment A: Colorado Outdoor Environments, Inc. Plan Set Attachment B: RPS Solar Pumps Tankless Information Attachment C: Bid Schedule Attachment D: BL-DC Controller Technical Specification Attachment E: Sample Construction Contract

The purpose of this Request for Proposals (RFP) is to solicit written proposals from construction teams capable of addressing the tasks outlined in this RFP. Proposing teams shall include a qualified landscape company capable of installing all associated irrigation improvements as well as a certified electrician to install the solar pump.

To allow the Town to fully understand your firm or team’s qualifications, experience, capabilities, and approach to the project, please prepare and submit a detailed proposal based on the requirements set forth in this RFP.

General Proposal Requirements

Submitted proposals must follow the format as outlined below.

1. Introduction, Experience, References - Introduce your team and state your understanding of the project. Include 3 (min) to 5 (max) examples of the team’s previous experience with similar irrigation infrastructure and landscaping projects. Qualified landscape contractors should have experience in irrigation retrofits of this size and scale. Please also include verifiable references from those projects. Also include contact information for the primary contact person for your team.

2. Contractor’s Approach and Scope of Services - Outline the Contractor’s approach to the Project and include a description of the anticipated services needed for this Project. The Contractor may simply refer to the work outlined above in this RFP, but the Contractor may choose to elaborate on the expertise or specialized skills anticipated to be needed to successfully complete the Project.

3. Cost for Completing Services – The Contractor should outline the costs associated with the scope of work outlined above.

Proposal Process

A pre-proposal conference and following site visit will be held at 11:00AM, on September 17th, 2025, in Town Council Chambers, Basalt Town Hall, 101 Midland Avenue, Basalt, CO 81621. Attendance at the pre-proposal conference is highly encouraged but not mandatory. This conference will be followed by a site visit.

Proposals are due before 4:00 PM MST, September 29th, 2025, at which time the proposals will be opened and reviewed. The Town will accept emailed proposals or proposals submitted over the Bidnet Direct website, www.bidnetdirect.com. Emailed proposals should be sent to trevor.lalonde@basalt.net and justin.forman@basalt.net. Upon receipt of Proposals, Town of Basalt Staff will review and evaluate the proposals, conduct interviews if necessary, and award the work to the Consultant who provides the most responsive and responsible proposal, subject to final approval by Basalt Town Council.

Procurement Timeline

The Town of Basalt estimates the following procurement timeline and reserves the right to modify it at any time.

At this time, the Town of Basalt does not have all permits pulled for the project. It is understood that project can proceed with irrigation related repairs without a permit. There will ultimately be a need for a Pitkin County Solar Permit (electrical permit) and Roaring Fork Fire Permit requiring contractor(s) to get final permits approved. The Contractor must pull the Pitkin County Solar permit, and there is a bid tab item for the cost of this permit. Town staff understand this to be a fairly quick turnaround permit with a licensed electrician.

Town is open to scheduling and completion discussion, but the Town staff envision all the irrigation related upgrades can happen in fall/early winter of 2025 and the final completion of the solar powered pump station in early 2026 (weather permitting). If favorable weather conditions and permitting allow, the Town is okay with a 2025 finish, however the system must be tested prior to handoff.

Contractor must verify and be responsible to ensure that all quantities and linear feet of materials shown are correct on bid tabulation sheet. Specify within bid of any discrepancies. Bid is for a complete demolition, removal to landfill, purchase of materials, install of materials, backfill, and revegetation of all applicable items unless otherwise noted.

Questions

Questions may be submitted directly to Trevor LaLonde and Justin Forman, Town Engineer, trevor.lalonde@basalt.net and justin.forman@basalt.net. Questions received, answers and other clarifications will be distributed to all Proposers via email.

Proposal Submission and Format

The electronic submittal must be compiled into one single pdf file and should be reduced to less than 10MB file size. The title of the email should be “Basalt Fairview Cemetery Irrigation System.”

Proposals must be received on or before the due date listed in the Procurement Timeline Section.

The Town cannot accept late or faxed proposals. Weather conditions often delay carrier package delivery.

It is the responsibility of the proposer to allow sufficient time for package delivery and to verify that the proposal was received. Proposals received after the specified closing date may be returned unopened.

Evaluation Criteria

The Town of Basalt reserves the right to select the Proposal that it deems, in its sole discretion, to have presented a proposal that is in the best interests of the Town of Basalt. Evaluation criteria may include and are not necessarily limited to:

Team Experience and Capabilities - 15%

· Contractor experience and capabilities

· Qualifications of the Contractor

Project Approach - 10%

· Understanding of Project Scope

· Schedule and Approach of project

Fee Proposal - 75%

Interviews

The Town of Basalt will interview top respondents to clarify proposals as deemed necessary. Notice will be provided when appropriate.

Selection Process

Proposers will be notified if their proposal is selected as a finalist. Specific terms may be created for any engagement, depending upon the nature of the selected proposal. Upon complete vetting of the selected proposal (and any negotiated additions, deletions, modifications), and upon execution of a negotiated contract agreement and associated notice to proceed, proposer will be expected to promptly initiate work.

Contract/Legal

1. THIS REQUEST FOR PROPOSAL (“RFP”) IS NOT A COMPETITIVE BID BASED ON PRICE ONLY. The request for proposal allows the Town to select the Proposer that best meets the needs of the Town, taking into consideration proposer qualifications, price, products, and service capabilities and other factors relevant to the Town’s policies, programs, administrative resources, and budget. Any deviations from the Town’s Procurement Policy contemplated by this RFP are subject to approval by Town Council.

2. This RFP has been published at the Town’s website at www.basalt.net. Any modifications to this RFP or addenda pertaining to this RFP will be published to the Town website, and all proposers are responsible to periodically check the Town website for relevant updates prior to the submittal of a proposal.

3. All participating proposers, by their signature, agree to comply with all of the terms, conditions, requirements, and instructions of this RFP as stated in this RFP. Should the Town omit anything from this document which is necessary to a clear understanding of the work, or should it appear that various instructions are in conflict, then the proposer shall contact the Town and secure written instructions from the Town Engineer at least 48 hours prior to the time and date of the scheduled opening of the proposals.

4. The Town reserves the right to:

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

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

c. Adopt all or any part of the proposer’s proposal;

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

e. Withhold the award of contract.

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

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

5. All proposals must be signed by an authorized agent of the Proposer. Any Proposer submitting a signed proposal shall be deemed to have read and understood all of the terms, conditions and requirements of this RFP.

6. The Town shall not be liable for any costs incurred by the proposer in the preparation and production of the proposal, contract negotiations or for any work performed prior to the execution of a contract.

7. All proposals and other materials submitted shall become the property of the Town.

8. The successful proposer shall be required to enter into a written contract with the Town in a form approved by the Town’s Attorney. In the event of any conflict between this RFP and the contract, the terms and conditions of the contract shall control.

9. The Town reserves the right to conduct discussions with proposers, to accept revisions of proposals, and to negotiate price changes at the sole discretion of the Town. During this discussion period, the Town will not disclose any information regarding proposal submittals. The Town reserves the right to ask for the “Best and Final Offer.” Upon the execution of the contract(s), the proposals will become public record and contents may be disclosed upon request subject to the conditions in Paragraph 17 below.

10. The successful proposer shall be required to indemnify and hold the Town and its agents and employees harmless from and against all suits or actions of any kind, including workers’ compensation claims, brought against them for or on account of any damages or injuries received or sustained by any parties, by or from any acts of the successful proposer or its agents or employees in fulfilling its contractual duties to the Town.

11. The successful proposer shall have their insurance company send the Finance Director a currently in-force Certificate of Insurance which indicates that insurance coverage has been obtained, including professional liability, which meets the minimum requirements as are required by Colorado law for work performed by the proposer and other insurance requirements as may be set forth in the written contract with the Town.

12. The successful proposer shall comply with all applicable federal, state, and local laws, regulations, administrative rulings, and codes, and shall secure all necessary licenses and permits in connection with this RFP and any goods or services to be provided hereunder.

13. By submission of the proposal, the proposer certifies that the proposal has been arrived at independently and submitted without collusion with any other proposer, and that the contents of the proposal have not been communicated by the proposer, or to the proposer’s best knowledge and belief, by any one of its employees or agents, to any person not an employee or agent of the proposer, and will not be communicated to any person prior to the official opening of the proposals.

14. The Town is exempt from sales, use, and excise taxes. Certification of tax exemption will be issued to the proposer upon request. Any appropriate taxes shall be shown as a separate item in the proposal.

15. Proposers may be requested by the Town to make oral presentations as part of the evaluation process.

16. The Town reserves the right to retain all proposals submitted unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the Town and the firm selected.

17. Public Inspections of Proposals. The Town is a Colorado governmental entity. Therefore, all information included in proposals and other written information submitted by the proposer to the Town is subject to the provisions of the Colorado Open Records Act, Colorado Revised Statutes Sections 24-72-201, et seq. (“CORA”). Proposers should expect that the proposal may be viewed by the general public and competitors once submitted to the Town and opened by the Town. If proposer requests any restrictions on the use or inspection of material contained within the proposal, Proposer must:

a. Clearly identify and segregate any portion(s) of its proposal that it believes constitutes trade secrets, privileged information, and/or confidential commercial, financial, geological or geophysical data, which may not be subject to disclosure under CORA (“Confidential Information”);

b. Place a cover page on such segregated Confidential Information requesting that such Confidential Information be restricted from inspection under CORA; and

c. State with such request, on the cover page, the statutory basis for the request under CORA.

Neither a proposal, in its entirety, nor proposal price information will be considered Confidential Information. Any information that will be included in any resulting contract cannot be considered Confidential Information. Co‐mingling of Confidential Information with information that is not Confidential Information is not acceptable.

If Proposer fails to satisfy (a) through (c) set forth above, the Town may treat the entire proposal as a public record available for inspection by the public under CORA. However, if Proposer satisfies (a) through (c), the Town intends to redact or withhold such identified and segregated material in response to a CORA request to the extent it determines such proposal materials may be withheld. If the Town is subject to a legal challenge (e.g., mediation, litigation) as a result of the redaction or withholding of such Confidential Information, Proposer shall be responsible to enter into an agreement with the Town to cover all Town costs incurred, including penalties that may be imposed by a judge, to defend its CORA response, with the Town retaining full discretion on how to defend and to what extent. If Proposer fails to enter into such agreement, it shall be discretionary with the Town whether to defend the legal challenge.

18. No Waiver of Governmental Immunity. Nothing in this RFP or any resulting agreement shall be construed to waive, limit, or otherwise modify any governmental immunity that may be available by law to the Town, its officials, employees, contractors, or agents, or any other person acting on behalf of the Town and, in particular, governmental immunity afforded or available pursuant to the Colorado Governmental Immunity Act, Title 24, Article 10 of the Colorado Revised Statutes.

19. The selected Proposer will be required to execute and perform work subject to either a Town of Basalt Professional Services Agreement, AIA Form of Agreement, or other agreement as determined by the Town Attorney.

Confidentiality

Pursuant to the Colorado Open Records Act, C.R.S. Section 24-72-200.1 (CORA), any and all of the documents that are submitted to the Town of Basalt may be deemed public records subject to examination and inspection by third parties. The Town of Basalt reserves the right, at its sole discretion, to release for inspection or copying any document, plan, specification, proposal or other writing submitted pursuant to this request.

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