RFP-PW-2026-03 Engineering Services Final.docx

CITY OF CENTRAL

REQUEST FOR PROPOSAL – RFP-PW-2026-03

On-Call Engineering Services

DEADLINE: Thursday, November 20, 2025, at 12:00pm

I. Introduction

The City of Central is inviting proposals from qualified Contractors to provide general engineering services on both an “as needed” basis and by work-order “Project Specific” basis from a Colorado licensed, professional engineer.

Central City is located approximately thirty-five miles west of Denver in both Gilpin and Clear Creek Counties, with a direct connection to I-70 via the Central City Parkway. The City was incorporated in 1864 and has an estimated population of nine hundred. Twenty-nine City employees serve the needs of the public. Total annual visitor traffic is estimated at over 700,000 vehicles.

II. Background

City of Central projects and studies are varied, from City project undertakings to review of development proposals to ensure compliance with City Code and Design Standards. The contract term would be annual with annual renewal options. Specialized projects may be requested from one or more City Departments. Work on specific projects will be facilitated by the department staff. Project completion schedules shall be mutually agreed upon as project planning is discussed.

III. Services Required

The qualified engineering Contractor is to provide all the necessary labor, equipment and supplies required for the satisfactory completion of Central City Engineering Services, as described in this Request for Proposal (RFP).

The Contractor will provide services which may include, but are not limited to, the following: engineering feasibility studies, preliminary and detailed final designs, design reviews, evaluating and preparing drawings and specifications packages to include engineer estimates for project completion, bid analysis and procurement, construction management services, start up, training, preparation of operations and management manuals, and plan reviews. These services include expertise in the areas of civil engineering (water supply treatment and distribution, wastewater collection and treatment and stormwater management) and structural engineering.

Support and professional services provided may include, but are not limited to, the following: permitting, regulatory compliance, field investigations, stream bank and channel restoration, revegetation, surface water and groundwater sampling and monitoring, water and wastewater engineering and design services, construction monitoring, hydrologic investigations, land use and master planning, transportation planning, noise analyses, cultural and historical resources investigations, recreation facility and park designs, hazardous materials management and remediation, stormwater management, wetlands and riparian areas management, wetland design services, geology and slope stability evaluations, mitigation designs, water quality protection and management, computer-aided design (CAD) and geographical information system (GIS) services, and fish and wildlife studies, including habitat development and management.

Products of these services may include, but are not limited to: technical reports, literature reviews, maps, preliminary and detailed plans, construction record document preparation and/or review, design specifications, feasibility studies, data analyses, cost estimates, evaluations, visual simulations, and presentations to City staff, Mayor, Council members, and/or their designated representatives, and/or third parties as approved by the City pursuant to Section 1.4 such as Gilpin County and Colorado Department of Public Health and Environment.

Professional Services and all documents prepared for the City by the Contractor shall conform to all applicable federal, state, and local laws, rules, regulations, ordinances, codes, and orders.

In performing the work, the Contractor shall use the degree of care and skill ordinarily exercised under similar circumstances by members of the same profession working in the Denver-Boulder metropolitan area. The Contractor represents to the City that the Contractor is, and its employees performing such work are, properly licensed and/or registered within the State of Colorado for the performance of the work (if licensure and/or registration is required by applicable law) and that the Contractor and its employees possess the skills, knowledge, and abilities to competently, timely, and professionally complete the Work

IV. Submittal Requirements

This Request for Proposal (RFP) describes the requested scope of services and information to be included in each proposal. Failure to submit information to the City in accordance with the requirements of this RFP and its procedures may be cause for disqualification. The proposal should be concise and complete, covering all items identified, emphasizing an understanding of the project and the resources to perform the intended work. Unclear, ambiguous statements such as “all reasonable effort to provide” must be avoided. Failure to address any of the requirements may be subject to rejection and/or misinterpretation. Inability to meet any specified requirements must be so stated and thoroughly explained.

Proposals are to be addressed to the Director of Public Works/Utilities for the City of Central, in accordance with the Instructions to Proposers and all other requirements as referenced in this RFP. Proposals will be received until the Proposal Closing Date and Time are set forth on the cover page of this RFP, at which time a representative of the City will officially announce the names of those firms or individuals submitting proposals. No other public disclosure will be made if and until award of Contract.

The RFP Submittal shall include the following:

1. Letter of Transmittal –The letter of transmittal must contain the following statements and information, and is not intended to be a summary of the proposal:

· Company name, address, and telephone number(s) of the firm submitting the proposal.

· Name, title, address, email address and telephone number of the contact person or persons authorized to represent the firm and to whom to direct correspondence.

· Taxpayer identification numbers of the firm.

· Brief statement of your understanding of the services to be performed and a positive commitment to providing the specified services.

· Signature of a corporate officer or other individual who is legally authorized to bind the applicant to both its proposal and fee schedule.

· Statement which indicates “proposal and fee schedule shall be valid and binding for ninety (90) days following proposal due date and will become part of the contract that is negotiated with the City of Central.”

2. General Vendor Information – Please provide the following:

· Length of time in business

· Total number of clients

· Number of full-time personnel

· Location of office which would service this account.

3. Technical Proposal - Provide a detailed technical and narrative response regarding the ability to provide the components as stated within the Scope of Work. The Evaluation Criteria listed in the Evaluation of Proposals section below provides additional information and the criteria that evaluators will use.

a. Understanding the Proposal - Responses will include comprehensive information and narrative statements that illustrate proposer’s understanding of the requirements of the project and the project schedule.

b. Methodology Used for the Proposal - Responses will include comprehensive information and narrative statements that set out the methodology they intend to employ and illustrate how the methodology will serve to accomplish the work.

c. Management Plan for the Proposal - Responses will include comprehensive information and narrative statements that set out the management plan they intend to follow and illustrate how the plan will serve to accomplish the work.

d. Experience and Qualifications - Responses will include a detailed explanation of your experience with similar projects and employees.

i. Provide a detailed narrative describing your firm’s experience with a minimum of three (3) projects of comparable size and scope in the past five (5) years.

ii. Provide a narrative description of the organization and capabilities of the project team and a personnel roster that identifies each person who will work on the contract.

iii. Provide a minimum of three (3) current or former clients where work has been performed within the last five years who may be contacted with respect to your firm’s reputation for high quality of work, responsibility, and efficiency. Include the name, address, and telephone number of the executive in each organization who can speak knowledgeably about the quality, timeliness, and cost of your work.

4. Financial/Cost Proposal - Submit fee schedule information in a separate package from the technical proposal, clearly marked on the outside. Do not include costs in the technical proposal. Electronic copies of proposals will include separate files for financial and technical proposals.

Submit a detailed fee schedule including all costs and charges for the proposed services, including any licenses, maintenance, fees, training, implementation, and any other costs required. Estimate the hours and provide fee schedule details for any service engagements necessary to meet the goals, if appropriate. Break down the cost proposal to indicate all costs.

· The proposal must contain a fee schedule that includes hourly rates for the proposed consultant billing and services.

· Describe how your services are priced, and any specific pricing you can provide.

· Define any additional charges (e.g., travel expenses).

5. Descriptive Pages and Brochures – All standard descriptive informational pages and brochures should be submitted in a section titled “APPENDIX.”

V. Evaluation Criteria and Process

A project committee will evaluate all proposals. Proposals shall be evaluated based on the Evaluation Criteria noted herein. The committee may select based on the proposals received or may choose to "short list" prospective firms for further negotiations. The firm selected for the award will be chosen based on the apparent greatest benefit to the City and not necessarily based on lowest price. Individual interviews may be required for the top firms who have submitted the required information.

Reference checks, when conducted, will not be rated but will be considered on a “pass/fail” basis.

Following an individual rating period, the evaluation team will meet to discuss the initial rating and may choose to make an award at that time. Failure of the proposer to provide any information requested in this RFP may result in disqualification of the proposal.

THIS REQUEST FOR PROPOSAL IS NOT A COMPETITIVE BID BASED ON PRICE ONLY. The Request for Proposal allows the City of Central, Colorado to select the contractor that best meets the needs of the City, taking into consideration proposer qualifications, price, products, and service capabilities and other factors relevant to the City’s policies, programs, administrative resources, and budget.

This RFP has been published on the Rocky Mountain Bid Net System and on the City Web Site, which may be accessed at the following website:

https://www.bidnetdirect.com/colorado

Any modifications to this RFP or addenda pertaining to this RFP will be published to the Bid Net System and on the City Web Site, and all proposers are responsible to periodically check both System for relevant updates prior to the submittal of a proposal.

Written Inquiries – Interested applicants may make written inquiries concerning this RFP to obtain clarification of requirements or additional information. No inquiries will be accepted after the date and time of the Written Inquiry Deadline indicated in the Schedule of Activities. Send all inquiries via email, referencing the RFP number and title in the subject line, to: jloyet@cityofcentral.co

VI. Deadline for Submission of Proposals

One electronic submission must be received by the City of Central prior to 12:00 p.m. (noon) on November 20, 2025. The submission must be labeled as “RFP Engineering Services” in the subject line and sent to this email address: jloyet@cityofcentral.co.

Number of Copies: One (1) electronic copy via email

Schedule of Activities:

(all times are local time)

VII. Miscellaneous

· The City of Central reserves the right to reject all proposals for failure to meet the requirements herein, to waive any technicalities, and to select the proposal which, in the City’s sole judgment, best meets the requirements of the project.

· The RFP creates no obligation on the part of the City to award a contract or to compensate the proposer for any costs incurred during proposal presentation, response, submission, presentation, or oral interviews (if held). The City reserves the right to award a contract based upon proposals received without further discussion or negotiation. Proposers should not rely upon the opportunity to alter their qualifications during discussions.

· The City further reserves the right to make such investigation as it deems necessary to determine the ability of proposers to furnish the required services, and proposers shall furnish all such information for this purpose as the City may request.

· Proposers must specifically identify any portions of their submittals deemed to contain confidential or proprietary information, or trade secrets. Those portions must be readily separable from the balance of the proposal. Such designations will not necessarily be conclusive, and proposers may be required to justify why the City of Central should not, upon written request, disclose such materials.

· The City is not responsible for electronic submissions or communications not received, in any way associated with this RFP.

· Contract Pending successful contract negotiations, one or more contracts may be awarded to the Contractor or Contractors whose proposal(s) is/are the most advantageous and offer the best overall value to the City, taking into consideration price and other evaluation factors described in this RFP. If more than one contract is awarded, an effort will be made to award work in an equitable manner taking into consideration the following criteria for each project:

1. Specific area of focus / special requirements

2. Cost

3. Availability of the Contractor

4. Prior performance of the Contractor

5. Timeline for Completion of Project

The contract may be for a period of one (1) year and may be canceled at any time with 30 days advance written notice from either the City or a Contractor that is awarded a contract by the City.

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