RFP for Willits Lane Safety and Mobility Project FINAL.pdf

Request for Proposals for the Willits Lane Safety and Mobility Project

Town of Basalt

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

ISSUE DATE: June 26, 2025

CLOSING DATE: August 21, 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., August 21, 2025, at which time the proposals will be opened and reviewed, for the following project:

Willits Lane Safety and Mobility Project

The Town of Basalt is accepting proposals from qualified firms capable of providing design services for the Willits Lane Safety and Mobility Project. The Project is to improve pedestrian and bicycle infrastructure to enhance safety and accessibility for all users. Improvements may include sidewalk upgrades, new bike lanes, traffic calming measures, and improved crossings to support active transportation and reduce vehicle conflicts. This project aims to promote multimodal transportation by enhancing safety and comfort for pedestrians and cyclists traveling and connecting to all neighborhoods in Basalt, Colorado.

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 Attachments

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INTRODUCTION AND BACKGROUND

Willits Lane is a vital corridor in the Basalt community that, together with Two Rivers Road, connects many of the town’s key destinations—including Willits Town Center, Aspen Junction, Downtown Basalt, the Southside neighborhood, and a range of residential and commercial areas. It also serves as an important recreational link, providing access to the scenic Roaring Fork River and the regional Rio Grande Trail.

In 2025, Town staff completed the Willits Lane Connectivity and Town Wayfinding Plan (the Connectivity Plan), reflecting a proactive collaboration between staff and citizen-led commissions to identify issues, generate ideas, and establish community goals first identified in the 2020 Master Plan and the Eagle County/Basalt Climate Action Plan. The Willits Lane Connectivity and Town Wayfinding Plan is Attachment A to this RFP.

The Connectivity Plan presents a conceptual vision to improve safety, multimodal access, and overall connectivity along Willits Lane. It emphasizes infrastructure improvements that support travel by car, transit, bike, and foot—anchored in the following mission of the Town of Basalt:

“Basalt is an inclusive, sustainable, mountain and river community that boasts both historic charm and progressive vision. It is an engaging place to live, work and play while offering an abundance of creative, professional, educational and recreational outlets.”

The Willits Lane corridor serves a diverse range of users who live, work, and play in the vibrant mountain and river community of Basalt. Along this corridor, businesses and community spaces provide a rich mix of creative, professional, educational, and recreational opportunities.

The Connectivity Plan supports Basalt’s broader mission by promoting an inclusive and sustainable vision for the corridor. It offers recommendations to improve safety and comfort for people of all ages and abilities, whether they travel by foot, bike, transit, or car. By making walking and biking more inviting, the plan encourages more active transportation, reducing dependence on vehicles and helping to lower the community’s carbon footprint— key steps toward positioning Basalt as a Bicycle Friendly Community.

As the next phase of the Connectivity Plan, the Town is seeking written proposals from qualified design and engineering teams to develop the concepts outlined in the Plan into a complete design of Willits Lane Safety and Mobility Project, as detailed in this Request for Proposal (RFP).

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PROJECT DESCRIPTION

The Town is seeking proposals to complete a design of the Willits Lane Safety and Mobility Project which will build upon the conceptual improvements identified in the Connectivity Plan. The Connectivity Plan outlined various opportunities, including creating a uniform corridor, furthering pedestrian connectivity, improving river access, providing traffic calming, and providing regional trail access. The following Vicinity Map shows the Connectivity Plan’s study area, where the Willits Lane Safety and Mobility Project improvements will be located.

Figure 1: Vicinity Map

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To ensure improvements to Willits Lane are implemented in a strategic and fiscally responsible way, a phased approach to the recommended enhancements is proposed. The Connectivity Plan outlines distinct implementation phases, each with considerations to guide the transition from concept to design and construction.

Full-size concept plans and detailed cost estimates are included as appendices to the Connectivity Plan, attached as Attachment A.

This Willits Lane Safety and Mobility Project RFP is seeking proposals to complete two distinct design and construction packages, that will be referred to as the Willits Lane Safety and Mobility Project Phase I and Phase II, as further described below.

Willits Lane Safety and Mobility Project Phase I

The first phase of the project will include much of the conceptual design identified in Phase 1: Crossing Improvements and Phase 2: Path widening, from the Connectivity Plan. The Willits Lane Safety and Mobility Project Phase I will include the following:

Crossing treatments have been identified for many of the intersections along Willits Lane (see Attachment A). The crossing recommendations range from adding rapid flashing beacons at crosswalks to adding advance warning signage alerting motorists of upcoming crosswalks. It is also recommended pedestrian level lighting near intersections, raised crosswalks, and that curb ramps be added in locations where they are currently missing in order to provide full accessibility. The Town is currently implementing some of these improvements, by adding signage and RRFBs; however, other crossing improvements will need to be considered as part of the Phase I design.

In addition to the crossing treatments, Phase I will include the widening the Willits Lane shared use path in locations where widening is feasible within the existing right of way. The extent of where the pathway can be widened from the typical existing width of 10 feet to 12 feet has been identified. To help inform this process SGM provided the Town with a Willits Lane Right of Way Map, which is included as Attachment B to this RFP.

Willits Lane Safety and Mobility Project Phase II

The second phase of the project will include much of the conceptual design identified in Phase 3: On-Street Bicycle Facilities from the Connectivity Plan. The Willits Lane Safety and Mobility Project Phase II will include the following:

This phase will include the widening of Willits Lane where it is feasible to accommodate protected bicycle lanes.

The Connectivity Plan has identified the extents of where a four-foot-wide bicycle lane with an 18-inch buffer could be placed on both sides of the roadway. The addition of a bicycle lane would involve widening the roadway by varying amounts (from five to 11 feet) and either relocating or adding curb and gutter. The reconfiguration of the roadway would also introduce opportunities for adding traffic calming features. This phase will emphasize maintaining the amenity zone between the pathway and roadway north of the Hooks Lane Bridge, which will allow the community to preserve much of the existing tree canopy. South of Hooks Lane bridge, the roadway will be reconfigured where possible to accommodate protected bicycle lanes, but the bike lanes will transition to a shared roadway through more constrained segments. Currently the Town has easements along some, but not all, properties on the west side of Willits Lane for construction of a bike lane.

The two phase approach to reimagining Willits Lane would be introduced over time as the concepts for each phase are moved into final design and as funding becomes available for construction. To ensure the successful implementation of the corridor plan the design will include outreach to organizations such as RFTA, and Eagle and

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Pitkin Counties, communication with various community stakeholders, and coordination with Town of Basalt departments.

SCOPE OF WORK

The selected 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:

1. Data Collection The consultant team will conduct topographic surveying for the project area and perform research to identify existing utilities that may be impacted by the proposed improvements.

2. Phase I – 30% Design: Willits Lane Safety and Mobility Project Prepare preliminary (30%) design plans for Phase I improvements. This submittal should include initial alignments, layout of key features, and preliminary utility and drainage considerations sufficient for review and coordination with stakeholders.

3. Phase I – 90% Design: Willits Lane Safety and Mobility Project Develop advanced (90%) design plans incorporating feedback from the 30% review. Plans should be near-final, including all major design components, and ready for final QA/QC review.

4. Phase I – Final Construction Drawings and Specifications Prepare final, bid-ready construction documents for Phase I, including all necessary engineering drawings, specifications, and landscaping plans required to advertise the project for construction.

5. Phase II – 30% Design: Willits Lane Safety and Mobility Project Prepare preliminary (30%) design plans for Phase II improvements, consistent with the structure and expectations outlined in Phase I.

6. Phase II – 90% Design: Willits Lane Safety and Mobility Project Develop 90% design plans for Phase II, incorporating feedback and resolving outstanding design questions to prepare for final documentation.

7. Phase II – Final Construction Drawings and Specifications Deliver complete construction and bid documents for Phase II, including full engineering and landscaping plans, specifications, and any supporting materials required for project advertisement

Additional Services

8. Cost Estimating and Phasing Analysis for phases I and II - Develop refined cost estimates and construction phasing strategies to align with Town budgeting and funding schedules. Assist in identifying opportunities for value engineering or alternative design approaches that improve constructability or reduce cost.

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.

GENERAL PROPOSAL REQUIREMENTS

Submitted proposals must follow the format outlined below. Proposals that do not adhere to this structure may be considered non-responsive.

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1. Introduction, Team Experience, and References - Provide an introduction to your consultant team and summarize your understanding of the project. Include a minimum of three (3) and a maximum of five (5) examples of relevant experience with similar projects, with emphasis on public sector projects and/or work completed in Colorado. For each example, briefly describe the scope, key outcomes, and your team’s role. Additionally, provide three (3) verifiable references from these or comparable projects, 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 project, including an overview of how you plan to manage scope, schedule, and coordination with stakeholders. Clearly outline the anticipated services required for successful completion, including any specialized expertise your team brings to the project. Include a proposed project schedule that outlines major milestones and deliverables, aligned with the phased design approach described in this RFP.

3. Fee Proposal - Complete and submit Exhibit A – Cost of Services Matrix detailing the proposed costs for each task or phase 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.

PROPOSAL PROCESS

A pre-proposal conference and following site visit will be held at 2:00PM, on July 21, 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, August 21, 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 June 26, 2025

Pre-Proposal Conference and Site Visit July 21, 2025, at 2:00PM RFP Questions Close August 8, 2025, at 5:00 PM RFP Questions Reply August 13, 2025

Proposals Due August 21, 2025, at 2:00 PM, MST Interview Select Respondents TBD Council Action September 9, 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 Safety and Mobility Project.”

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, in its sole discretion, is determined to be in the best interest of the Town. 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%

• Depth and relevant experience of the consultant team

• Qualifications and expertise of key personnel and project leads

• Demonstrated success on similar projects, particularly in Colorado and/or public sector work

Project Approach - 30%

• Demonstrated understanding of the project scope and objectives

• Alignment of the proposed approach with the Town’s goals and priorities

• Clarity and feasibility of the proposed project schedule and methodology

Fee Proposal - 35%

• Overall cost-effectiveness of the proposal

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

• Alignment of proposed fees with scope of services and project requirements

INTERVIEWS

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

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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

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“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.

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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.

ATTACHMENTS

Attachment A - Willits Lane Connectivity and Town Wayfinding Plan Attachment B - Willits Lane Right of Way Map

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Exhibit A Willits Lane Safety and Mobility Project

Cost of Services Matrix

Task Cost for Services Reimbursables Subtotal

1. Data Collection

2. Phase I – 30% Design: Willits Lane Safety and Mobility Project

3. Phase I – 90% Design: Willits Lane Safety and Mobility Project

4. Phase I – Final Construction Drawings and Specifications

5. Phase II – 30% Design: Willits Lane Safety and Mobility Project

6. Phase II – 90% Design: Willits Lane Safety and Mobility Project

7. Phase II – Final Construction Drawings and Specifications

8. Cost Estimating and Phasing Analysis for phases I and II

Total: