RFP PW 2025 04 Geo Piping CDOT 21919.pdf

REQUEST FOR PROPOSAL

Geothermal Pipe and Fittings

2025 Geothermal Hwy 160 Crossing Improvement Project

Solicitation No. 2025-PW-04

SCHEDULE OF EVENTS

Deadline to Submit Questions March 14, 2025 Response to Questions March 19, 2025 Proposal Due Date March 25, 2025 Tentative Interviews Week of March 31, 2025

The party submitting a proposal, hereinafter referred to as the Proposer, offers to furnish to the Town of Pagosa Springs the materials, supplies, products, or services requested in accordance with the specifications and subject to the Terms and

Conditions described herein.

Accepting Electronic Responses Only Submitted Through the Rocky Mountain E- Purchasing System (RMEPS) https://www.bidnetdirect.com/colorado/town-of-pagosa-springs

Project Point of Contact:

Karl Johnson, Public Works Director kjohnson@pagosasprings.co.gov

970-264-4151 ex. 451 mailto:kjohnson@pagosasprings.co.gov

REQUEST FOR PROPSAL

2025 Geothermal Hwy 160 Crossing Improvement Project

TABLE OF CONTENTS

1.0 GENERAL INFORMATION AND RFP INSTRUCTIONS

2.0 BACKGROUND INFORMATION AND PROJECT OVERVIEW

3.0 SCOPE OF WORK

4.0 PROPOSAL ELEMENTS

5.0 SELECTION PROCESS

6.0 TERMS AND CONDITIONS

SECTION 1.0: GENERAL INFORMATION AND RFP INSTRUCTIONS

1.1 PURPOSE

The Town of Pagosa Springs is soliciting proposals from qualified entities (“Contractor”) to provide Specified HDPE piping, and fittings per plans and specifications attached to this RFP as Appendix A. In addition to a fusing machine.

1.2 CLARIFYING QUESTIONS

Any requests for clarification or additional information deemed necessary by any respondent to present a proper proposal shall be submitted in writing to Karl Johnson, Public Works Director at the email address of kjohnson@pagosasprings.co.gov, referencing this Request for Proposal. Written requests for information must be received a minimum of three (3) days prior to the response to question submission date. Any request received after the above stated deadline will not be considered. All requests received prior to the above deadline will be responded to in writing by the Town in the form of an addendum addressed to all prospective respondents.

1.3 PRE-PROPOSAL SITE VISIT

A pre-proposal site visit is not scheduled. If a walk is deemed necessary all attendees will meet at the Public Works Maintenance Facility located at 550 Pirate Dr, Pagosa Springs, CO, 81147. Please contact Karl Johnson, Public Works Director, at kjohnson@pagosasprings.co.gov if a meeting and site walk is needed.

1.4 ROCKY MOUNTAIN E-PURCHASING (BidNet®)

The Town is collaborating with Rocky Mountain E-purchasing System (BidNet®) in the advertisement and facilitation of Formal Invitations for Bids (IFBs) and Requests for Proposals (RFP) administered by the Town.

Registration with BidNet® is available at NO CHARGE and allows Proposers access to view governmental proposals posted on BidNet®; they offer an additional notification service option with an associated fee.

(Note: free registration may take up to 24 hours to process. Please plan accordingly.)

The Town is not responsible for the actions or lack thereof on the part of the Proposer in regard to their interaction with BidNet®, or any other third-party bid notification service in relation to this RFP. More information is available at: https://www.bidnetdirect.com/colorado/town-of-pagosa-springs or by calling 1-800-835-4603, Option 2.

1.5 ELECTRONIC SUBMISSION REQUIRMENT

Submission of proposals for this solicitation may only be done electronically through BidNet® at https://www.bidnetdirect.com/colorado/town-of-pagosa-springs, no later than the date and time indicated in the proposal.

mailto:kjohnson@pagosasprings.co.gov mailto:kjohnson@pagosasprings.co.gov

Please Note: Proposers are encouraged to submit their proposals as early as possible, allowing enough time for any technical difficulties they may encounter as the BidNet® system does not allow the option to accept any late proposals. Please be assured that all proposals are locked for viewing by the system and cannot be accessed until after the due date.

Proposers who feel they are unable to prepare and submit an electronic submittal should submit a request in writing to the project point of contact, no later than the Question due date, for permission and instructions for submitting a hardcopy proposal.

1.6 SUBMISSION DEADLINE

The deadline for proposals is 4p.m. on March 25, 2025. At this time, all proposals will be opened and read aloud at the Town of Pagosa Springs Town Hall, 551 Hot Springs Blvd., Pagosa Springs, CO 81147.

Candidates will be notified in writing by email or by phone if selected to be interviewed. Late proposals will not be accepted.

SECTION 2.0: BACKGROUND AND PROJECT OVERVIEW

2.1 The Town of Pagosa Springs is working in conjunction with the CDOT Hwy 160 Reconstruction project to replace the main feed for the East Loop fee for the District Heating’s Highway crossing from S 5th St and Goodman Alley.

SECTION 3.0: SCOPE OF WORK

The Town of Pagosa Springs Public Works Department, Utilities Division, is replacing the East Loop feed that crosses Hwy 160 from S. 5th St to Goodman Alley. Proposals will need to include the following list of items.

SECTION 4.0: PROPOSAL ELEMENTS

The response to this RFP, as described below, is limited to a maximum of [10 total pages], excluding front and back covers, resumes and references. Use no smaller than 11-point font and 0.5-inch margins. Each response should be complete yet concise and contain only the elements shown below. Please avoid submittal of extraneous and unnecessary information.

4.1 COVER LETTER

N/A

4.2 PROJECT TEAM

N/A

4.3 RELEVENT PROJECT EXPERIENCE

N/A

4.4 WORKLOAD AND CAPACITY

This project has time requirements for construction. Therefore, the Contractor’s ability and commitment to perform the delivery of items requested in the available time frame is essential. Please list your proposed current lead time and commitments in addition to its anticipated capacity for delivery.

4.5 PROJECT APPROACH

N/A

4.6 RATES AND COSTS

1. Quantity 1000 Lineal Feet of 8-inch Performance Pipe Platinum Stripe 1800 PE-RT SDR 11 with Thermacore 2-inch Bonded Foam W/HDPE Jacket, or Equal.

2. Quantity 12, 8-inch 45 Degree HDPE Bends compatible with Platinum Stripe 1800 PE-RT SDR 11 with Thermacore 2-inch Bonded Foam W/HDPE Jacket, or Equal.

3. HDPE Fusing Machine compatible with 8-inch sizing of pipe requested.

SECTION 5.0: SELECTION PROCESS

The proposals will be evaluated using the following criteria with a maximum of 100 points possible:

Project Approach (%)

Relevant Project Experience (%)

Understanding (%)

Proposed Project Team (%)

Fee and Lead Time (80%)

Workload Capacity/Management (20%)

Scoring for above 2 criteria

90 – 100 Outstanding

80 - 89 Excellent

60 - 79 Good

40 - 59 Fair

20 - 39 Poor

0 - 19 Unsatisfactory

The contract will be awarded to the most responsible contractor whose proposal will be, on an overall basis, most advantageous to the Town. Qualifications, experience, and performance factors will be considered as elements of a responsible proposal at the sole discretion of the Town of Pagosa Springs.

The Town’s selection decision is final. The Town may require follow-up oral interviews with selected respondents and may require the respondents to participate in negotiations.

SECTION 6.0: TERMS AND CONDITIONS

This Request for Proposal does not commit the Town to award a contract, to pay any costs incurred in the preparation of proposals to the requests, or to procure or contract service or supplies. The Town reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with any qualified source, or to cancel in part or in its entirety the Request for Proposals, if it is in the best interest of the Town.