RFP for Willits Lane River Access FINAL.pdf

Request for Proposals for Willits Lane River Access

Town of Basalt 101 Midland Avenue

Basalt, CO 81621 www.basalt.net

ISSUE DATE: April 8, 2025

CLOSING DATE: May 19, 2025 http://www.basalt.net/

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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 2:00p.m., May 19th, 2025, at which time the proposals will be opened and reviewed, for the following project:

Willits Lane River Access Improvements

The Town of Basalt is accepting proposals from qualified firms capable of designing a functional, accessible, and safe river access area that facilitates easy movement for commercial operators, with a focus on supporting water-based activities such as boating, kayaking, and fishing. This project will focus on designing clear, well-marked access routes for vehicles, boats and pedestrians, while ensuring a seamless integration between land and water activities along the Roaring Fork River.

Complete proposal packages are available to download from www.bidnetdirect.com or via the Town of Basalt’s website at www.basalt.net.

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

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.”

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TABLE OF CONTENTS

Introduction and Background Project Description

Scope of Work General Proposal Requirements

Proposal Process Procurement Timeline Questions Proposal Submission and Format Evaluation Criteria Interviews

Contract/Legal Confidentiality

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INTRODUCTION AND BACKGROUND

The Town of Basalt, Colorado is located on the western slope of the Colorado Rocky Mountains. The Frying Pan and Roaring Fork rivers converge in Basalt making Basalt the only town in North America with two Gold Medal Trout streams converging in town. Basalt’s population is approximately 4,400; however, with the regional tourism industry, the Town’s population significantly increases during some times of the year.

The Fryingpan River is a renowned Gold Medal trout fishery whose designation stretches 14 miles from Ruedi Dam to its confluence with the Roaring Fork River in the town of Basalt. This river boasts healthy rainbow, brown, and cutthroat trout populations, providing year-round fishing opportunities

The Roaring Fork River runs 70 miles from Independence Pass through Basalt until it reaches its confluence with the Colorado River in Glenwood Springs. The Ute Indians called it "Thunder River" from the roaring sound it makes during spring runoff. Many species of wildlife rely on the river corridor for their survival, making it a great place to view elk, bald eagles, osprey, great blue herons, moose, mule deer, and more. Gold Medal trout waters can be found within the section between Basalt and Glenwood Springs.

The Roaring Fork River offers abundant recreational opportunities including white water rafting, stand-up paddle boarding, kayaking, and fishing. One of the goals outlined in Basalt's 2020 Master Plan is to develop and preserve riverfront facilities that provide inclusive opportunities for all to engage, foster diverse interactions, and raise awareness of the river as an integral part of the Town of Basalt.

And as part of the 2024 Willits Lane Connectivity Plan, it was identified that both private and commercial river users experience significant congestion when accessing the Roaring Fork River via Duroux Park. Duroux Park is located on Willits Lane just east of its intersection with Hooks Lane. To address this congestion issue the Town is seeking proposals from qualified firms capable of designing a functional, accessible, and safe river access area that facilitates easy movement for commercial operators, with a focus on supporting water-based activities such as boating, kayaking, and fishing.

The purpose of this Request for Proposals (RFP) is to solicit written proposals from design and engineering teams capable of addressing the tasks outlined in this RFP. 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.

PROJECT DESCRIPTION

The Town is seeking proposals to complete a design of a functional, accessible, and safe river access area that facilitates easy movement for commercial operators, with a focus on supporting water-based activities such as boating, kayaking, and fishing. This project will focus on designing clear, well-marked access routes for vehicles, boats and pedestrians, while ensuring a seamless integration between land and water activities along the Roaring Fork River. The following is a vicinity map of the project area, which generally shows the river access path in yellow:

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Figure 1: Vicinity Map

The existing access off of Willits Lane has historically been used to access the Robinson Ditch Headgate. In order to create a safe river access area, the selected proposer will address the following four design areas:

1. The Willits Lane access point. The current access will need to be improved to facilitate safe turning movements of vehicles and boats from Willits Lane. Existing access at Willits Lane is substandard featuring a sharp angle and crosses the existing sidewalk.

2. The access road. The road will need to be improved to accommodate the proposed future uses on the site.

3. Amenities and turn around area. The site features a flat area where amenities could be located, such as a seasonal bathroom, trash, and picnic tables, a turn-around for vehicles may also be needed in this area.

4. Boat ramp. At the east end of the site and adjacent to the Robinson Ditch headgate is the proposed location for a boat ramp, allowing users to access the Roaring Fork River during periods of varying flow.

The following figure generally shows the location of the four primary design areas associated with the Willits Lane River Access Improvements Project:

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Figure 2: Project Map

SCOPE OF WORK

The selected project consultant will work with the Town on the development of a comprehensive design that addresses the goals outlined above. The following outlines the Town’s proposed scope of work:

Task 1: Data Collection – This task will include completing a topographic surveying for the project, including researching any existing utilities that may be affected by the proposed improvements.

Task 2: 30% Design – The consultant will provide plans at a 30% design level.

Task 3: 60% Design – The consultant will provide plans at a 60% design level.

Task 4: Construction Drawings and Specifications – The consultant will provide fully developed engineering plans and any required landscaping plans with all necessary drawings and specifications required to bid the project.

Each task will include effective project management, which should include meeting regularly with the Town’s Project Manager throughout the project, communicating and coordinating with relevant departments at the Town and other stakeholders, monitoring and proactively managing the project to stay within the contracted schedule and budget, and preparing and providing detailed monthly project invoices including a summary of work performed, percent of work complete, and percent of budget remaining.

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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 projects. Please highlight any public projects and/or projects in Colorado. Please also include three (3) verifiable references from those projects.

2. Consultant’s Approach, Scope of Services and Schedule - Outline the team’s approach to the Project and include a description of the anticipated services needed for this Project. The Consultant may choose to elaborate on the expertise or specialized skills anticipated to be needed to successfully complete the Project. The proposal should include a proposed timeline for the design.

3. Cost for Completing Services – The Proposer should outline the costs associated with the scope of work outlined above by completing EXHIBIT A – Cost of Services Matrix.

PROPOSAL PROCESS

A pre-proposal conference and following site visit will be held at 2:00PM, on April 16, 2025, in Town Council Chambers, Basalt Town Hall, 101 Midland Avenue, Basalt, CO 81621. Attendance at the pre-proposal conference is highly encouraged. This conference will be followed by a site visit.

Proposals are due before 2:00 PM MST, May 19, 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 catherine.christoff@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.

RFP Issued April 8, 2025

Pre-Proposal Conference and Site Visit April 16, 2025, at 2:00PM RFP Questions Close May 6, 2025, at 5:00 PM RFP Questions Reply May 9, 2025

Proposals Due May 19, 2025, at 2:00 PM, MST Interview Select Respondents TBD Council Action May 27 or June 10, 2025

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QUESTIONS

Questions may be submitted directly to Catherine Christoff, Town Engineer, catherine.christoff@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 “Willits Lane River Access Improvements.”

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. Evaluation criteria may include and are not necessarily limited to:

Team Experience and Capabilities - 35%

• Depth of Consultant Team, experience and capabilities

• Qualifications of the Consultant Team principals

• Qualifications of the proposed Consultant Team members

Project Approach - 30%

• Understanding of Project Scope

• Alignment with Project goals

• Schedule and Approach of project

Fee Proposal - 35%

INTERVIEWS

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

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

Willits Lane River Access Improvements Page 9 of 12 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, Willits Lane River Access Improvements Page 10 of 12 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.

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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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Exhibit A Cost of Services Matrix

Task Cost for Services

Reimbursables Total

Task 1: Data Collection

Task 2: 30% Design

Task 3: 60% Design

Task 4: Construction Drawings and Specifications

Total

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