RFP R-2448.pdf

Request for Proposals #: R-2448; 13th Avenue Multimodal Design Project

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City of Aurora

Finance/Purchasing & Contracts 15151 E. Alameda Parkway Suite 5700 Aurora, Colorado 80012 Phone: 303.739.7100 www.auroragov.org

Request for Proposal: R-2448 Class/Item: 90664, 90666, 91812, 91832, 91842, 91892, 91894, 91896, 92517, 92533, 92536, 92593

Date: April 7, 2025

Proposal Deadline: May 1, 2025 by 3:00 p.m. MT uploaded electronically only to the Rocky Mountain e-purchasing system website.

REQUEST FOR PROPOSAL

The City of Aurora (“City”) is requesting proposals from qualified consultants to provide professional design services for 13th Avenue Multimodal Design Project.

Proposal Submittals Proposals will only be accepted electronically through the Rocky Mountain e-purchasing system (BidNet) at www.bidnetdirect.com/colorado. Proposals received using another method such as email, mail, or hand delivery will not be accepted or considered.

Proposals shall be submitted no later than 3:00 P.M. MT, May 1, 2025. Late proposals WILL NOT be accepted.

File size limit is 25 MB. Proposals received shall be retained by the City and cannot be returned. If assistance is needed regarding BidNet registration or proposal uploading, please contact BidNet’s vendor support at

1.800.835.4603 or email e-procurementsupport@bidnet.com.

Proposals shall consist of: 13th Avenue Multimodal Design Project

Award Funding This project is being supported, in whole or in part, by DRCOG federal funds awarded to the City of Aurora through Colorado Department of Transportation (CDOT). The contract must follow all applicable Federal, State and local regulations and restrictions.

Disadvantage Business Enterprise (DBE) Goal Every federally funded contract requires a DBE Goal. The DBE goal for this project is 6%. The Proposer commits to the requirements for DBE participation. For additional information refer to https://www.codot.gov/business/civilrights/compliance/prof-services

Exhibit 2– Affidavit of Small Business Participation shall be submitted with a firm’s proposal response. Failure of the proposer to submit the affidavit will result in the consultant being deemed non- responsive and ineligible for award. If DBE goal is 0% the Affidavit is still required. The City of Aurora, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for any award.

SAM.gov Requirement In accordance with Code of Federal Regulations, Title 2, Subtitle A, Part 25 – Appendix A, the successful consultant will be required to provide its Unique Entity Identifier to the City of Aurora before an award will be made.

This may be obtained by registering on the System for Award Management (SAM.gov) website.

Pre-Proposal Conference A non-mandatory pre-proposal conference will be held online using Microsoft Teams on April 15, 2024 at 1:00 p.m. MT. The purpose of the pre-proposal conference is to aid prospective Consultants in the interpretation of http://www.auroragov.org/ http://www.bidnetdirect.com/colorado mailto:e-procurementsupport@bidnet.com https://www.codot.gov/business/civilrights/compliance/prof-services

pg. 2 the Request for Proposal (RFP), Scope of Services, Design Services Agreement, insurance requirements, and any other technical and contractual matters. Attendance at the pre-proposal conference is not mandatory but highly recommended.

Interested parties may join the event using the following link:

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Join the meeting now

Meeting ID: 220 216 054 767

Passcode: eU3tu9bK

Dial in by phone

+1 720-388-8447,,989965863# United States, Aurora

Find a local number

Phone conference ID: 989 965 863#

Tentative Schedule of Key Dates

April 7, 2025 RFP Publication (BidNet)

April 15, 2025 at 1:00 PM MT Pre-Proposal Conference

April 18, 2025 at 3:00 PM MT Deadline for written questions

April 24, 2025 Response to Questions and Addendum Issued, if necessary

May 1, 2025 at 3:00 PM MT Proposals Submittal Deadline

Week of May 12, 2025 (estimated) Selection of Short-list or Top-ranked consultant(s)

Week of May 19, 2025 Interviews with short-listed consultants, if necessary

Week of May 26, 2025 (estimated) Selection of Top-ranked Consultant

June, 2025 (estimated) Negotiations with top-ranked consultant completed

June, 2025 (estimated) Anticipated Start

Selection Process The RFP is being solicited under a multi-step procurement procedure consisting of possibly three phases:

The first phase requires all interested consultants to submit an un-priced proposal addressing only those items cited in Section II, Proposal Submittal Requirements, of this RFP. Proposals will be evaluated using the evaluation criteria outlined in Section III, Evaluation Criteria, to select a short-list of consultants for further evaluation. Only those consultants who are placed on the short-list will be able to participate in the second phase.

During the second phase, interviews may be held with a short-list of consultants, if deemed necessary by the City’s evaluation committee. The consultant that is ranked the highest by the evaluation committee on the basis of the written proposal and interview, if interviews are conducted, shall be considered for award of the contract, subject to successful negotiations of a final agreement under the third phase of this RFP process. Should the City be unable to reach agreement with the number one top ranked firm, negotiations will commence with the second ranked firm. This process will continue until a satisfactory contract is negotiated, or the City exercises its right to reject all proposals.

During the third phase, the top ranked firm shall be contacted by the City to begin the negotiation process for award of the contract. Within 5 business days of being notified by the City that the negotiation process is beginning the top ranked firm must submit the following initial Scope of Service, Project Schedule and Price proposal:

https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjczZmRlNWUtMDQ3ZC00YjliLWE3ODMtMWI0MDgyZGMyNGI4%40thread.v2/0?context=%7b%22Tid%22%3a%229cf07bc1-6fa2-4d49-bc93-7acced6cc8d7%22%2c%22Oid%22%3a%222df6865f-2802-49c8-9b9b-e2d484f25c77%22%7d tel:+17203888447,,989965863 https://dialin.teams.microsoft.com/89e10e7a-cde8-423d-9118-edfc1aabd37b?id=989965863

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1. Detailed Scope of Work: The Scope of Work (SOW) should include a detailed breakdown by Tasks with sub-tasks that shows what services shall be provided to the City for completing the proposed services identified in Section I, Scope of Services of this RFP.

2. Detailed Project Schedule: The Project Schedule should directly reflect/correspond to the above proposed

SOW demonstrating major milestones in the project.

3. Detailed Price Proposal and Rate Sheet: The detailed price proposal shall reflect completing all the proposed services identified in the SOW and Project Schedule submitted under items 1 & 2 above. The detailed price proposal shall be submitted in an Excel style spreadsheet that shows the following:

• List of tasks & sub-tasks

• List of key personnel with titles and hourly rates on the top row

• List of total hours per each sub-task for each identified key personnel

• List of the total direct labor costs estimated to complete each sub-task (this should be a column that comes right after the list of total hours noted in the previous bulleted item)

• List of all other direct and or indirect costs

After the City has completed its initial evaluation of the above submitted SOW, Project Schedule and Price proposal follow up meetings/negotiation discussions with the top ranked firm may be scheduled to discuss potential changes to their submittal proposal. The negotiation discussions shall involve all the aspects of the top ranked firm’s submitted SOW, Project Schedule and Price proposal. In the event the City determines that negotiations have failed to reach an acceptable agreement for award of the contract to the top ranked firm, then the City shall notify the top ranked firm of the City’s decision to conclude negotiations. The City will then contact the second ranked firm to begin negotiations as previously identified under the second phase of this RFP.

Proposals will be considered only from consultants or individuals who are firmly established in an appropriate business, who are financially responsible, and who have the resources and ability to offer services in a professional and expedient manner. The City may request additional information as deemed necessary. Failure to provide such information may result in the proposal being considered non-responsive.

The City reserves the right to reject any and all proposals, to waive any informalities in the proposals received, and to accept the proposals deemed most advantageous and in the best interests of the City.

Confidentiality Please be aware that proposals submitted to the City in response to this RFP shall be subject to the Colorado Open Records Law, Section 24-72-201, et seq., C.R.S. Any privileged or confidential information in the firm’s proposal shall be specifically identified as such by the firm. If any information is considered to be confidential, the firm shall agree to indemnify the City for any and all attorney fees the City may incur in defending the withholding of such information by signing and returning the letter found as Section VII of this RFP. Should the City receive a request for the release of any information in the firm’s proposal in accordance with the open records law, the City will review the firm’s proposal, giving consideration to the portions that the firm indicated contained trade secrets, privileged information, or confidential commercial, financial, geological, or geophysical data, and may release only that information which has not been identified as confidential so long as Section VII has been signed and returned by the firm along with the proposal. Should the firm choose not to sign and return Section VII, all information in the firm’s proposal shall be considered releasable by the City. If, in the opinion of City's legal counsel, the City is nonetheless compelled to disclose any portion of such information to anyone or else stand liable for contempt or suffer censure or penalty, the City may disclose such information without liability.

Licenses The successful Consultant, without additional expense to the City, shall be responsible for obtaining any necessary licenses and for complying with any applicable federal, state, and municipal laws, codes and regulations in connection with the prosecution of the services. The successful Consultant and any sub-consultant, if applicable, will be required to obtain an Aurora Business License. The successful Consultant shall provide the Aurora Business License number(s) to Angie Young, Senior Procurement Agent, within thirty (30) days of contract award.

Addenda to the RFP The City of Aurora reserves the right to amend, by an addendum or addenda to this RFP, at any time and/or a multiple number of times prior to the date set for receipt of the submission of proposals. Addenda or

pg. 4 amendments will only be posted and updated on the Rocky Mountain E- Purchasing System located at www.bidnetdirect.com/colorado . It shall be the responsibility of consultants to obtain all addenda from the Rocky Mountain E-Purchasing System. Parties obtaining proposal information from other sources do so understanding that their information may be incomplete, inaccurate, or out of date and therefore wholly unreliable from a commercial perspective. Consultants registered for the paid bidding notification service shall be notified either by fax or email depending on the service that they have subscribed to. It shall be the responsibility of prospective consultants registered for the no charge, no notification service on the Rocky Mountain E-Purchasing System to monitor the Rocky Mountain E-Purchasing System for any addenda. Failure to do so may lead to reliance on incomplete, inaccurate, or out of date information when submitting proposals subjecting such proposals to automatic disqualification from consideration. If revisions are of such a magnitude to warrant, in the City of Aurora’s opinion, the postponement of the date for receipt of proposals, an addendum will be issued announcing the new date.

It is understood that any/all changes or revisions to this Request for Proposals will be through written addendum from the Office of Purchasing & Contracts only.

Questions Written questions regarding this RFP shall be submitted by email to Angie Young, Senior Procurement Agent, at ayoung@auroragov.org AND Jacob DeBernardi, Project Manager, at jdberna@auroragov.org. It is preferred that all questions be sent with the subject title: 13th Avenue Multimodal Design project; R-2448.

Questions received after the deadline may not be addressed. Responses to questions will be provided via addenda to the RFP and posted on BidNet.

Contacts During the Solicitation Process Any questions, comments, or other communications shall be directed to those individuals noted in the section titled Questions above. No other contact shall be made regarding this Request for Proposal with any other City of Aurora staff, Council Member, Agents, Consultants, etc. during the Request for Proposal Process. Failure to comply with this requirement may result in the offending Consultant being removed from consideration.

Additional Information Please refer to enclosed "Special Conditions" for any/all additional terms and conditions relevant to this "Request for Proposals" as appropriate to the City's specific requirements and/or application.

Acceptance of the RFP By submitting a proposal in response to this RFP, the Consultant accepts all the conditions described in this RFP, including the Professional Design Services Agreement and Insurance Requirements, and agrees to abide by all final decisions made by the City.

Should any interested consultant find any part of the listed scope of services, terms and conditions to be discrepant, incomplete, or otherwise questionable in any respect, it is the responsibility of concerned party to notify the “City Contact” identified in this solicitation of such matters to obtain clarification(s). Failure to seek clarification(s) that could possibly have a negative impact on a consultant’s proposal shall not be the fault of the City.

City of Aurora, Colorado

Angie Young, Senior Procurement Agent Office of Purchasing Services

Attachments: Section I Scope of Services Section II Proposal Submittal Requirements Section III Evaluation Criteria Section IV Special Conditions http://www.bidnetdirect.com/colorado mailto:ayoung@auroragov.org mailto:jdberna@auroragov.org

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Section V Small Business Enterprise Program Section VI Sample Professional Design Services Agreement and Insurance Requirements Attachment 5 – 2022 Local Agency Professional Services Contract Requirements Section VII Request for Business Size Status Section VIII Letter of Indemnification for Withholding Confidential Information Section IX W-9 Request for Tax-Payer Identification

Exhibit 1 General Limits of Construction Exhibit 2 Affidavit of Small Business Participation Exhibit 3 Local Agency Contract Administration Checklist

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SECTION I

SCOPE OF SERVICES

A. BACKGROUND

The City of Aurora is embarking on a transformative initiative to enhance community connectivity through a comprehensive sidewalk improvement project. This endeavor is rooted in the principles of safety and accessibility, seeking to address critical gaps and deficiencies within the city's sidewalk network. The focus of this endeavor spans approximately 4.2 miles of E 12th & E 13th Avenue, extending from Yosemite Street

& E 12th Avenue on the West to E 12th Avenue North of Hinkley High School.

Key Objectives:

• Bring the 15% conceptual design from the 13th Avenue Multimodal Mobility Study to 60% for the entire

4.2 mile project limits.

• Evaluate the 15% conceptual designs of two raised intersections, six raised crosswalks, and one mid-block crossing with an RRFB, and bring those deemed feasible to 60% design.

• Complete 100% design for a single 1-mile segment, or group of segments totaling one mile.

• Conduct community & stakeholder engagement for the segment(s).

• Improve traffic safety in high vulnerability areas.

• Improve bicycle facilities by adding a 8’-10’ shared use lane.

• Widen substandard sidewalks.

Project Impact:

This project aligns with the City of Aurora's commitment to improving multimodal access and safety by providing improved bicycle facilities and widened sidewalks. The project limits are designated as a City of

Aurora Bicycle Route. Arapahoe County and DRCOG have also designated it a priority multimodal corridor.

Scope of Locations:

Location Between

E 12th Avenue Yosemite St to Boston St

E 13th Avenue Boston St to Chambers Rd

E 12th Avenue Chambers Rd to High Line Canal Trail

See attached exhibit showing the general limits of the locations listed above.

All locations will also include new ADA ramps and may need to be narrower in some segments depending on physical constraints.

The city received a Transportation Improvement Program (TIP) grant for this design project. State funding will require close coordination with Colorado Department of Transportation (CDOT) throughout the project.

The project is anticipated to have five key phases:

1. Conceptual design evaluation

2. Public outreach and coordination

3. 30% design

4. 60% design

5. Final design for 1 mile portion

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During the proposal process, each qualified firm is encouraged to identify, define, and address specific issues related to the design. The consultant will work with the City of Aurora staff and CDOT to review existing elements of the project and to refine the scope of work. The selected consultant will be required to attend a scoping meeting with the City and CDOT prior to finalizing their scope and fee.

B. SCOPE OF WORK

The selected Consultant will provide engineering services for the 60% design of sidewalk & bicycle facility improvements for the entire project limits from Yosemite to High Line Canal Trail. Funds for design are being provided through CDOT’s TIP Grant, with 40% matching funds provided by the City’s

Public Works department.

Elements of Scope of Services is as follows:

1. CONCEPTUAL DESIGN EVALUATION

The selected firm will analyze the 15% conceptual designs previously prepared for the City.

2. PUBLIC OUTREACH AND COORDINATION

The City of Aurora wants to ensure there is a public component to this project that recognizes concerns and comments of citizens and businesses in the area. The selected firm will lead and attend stakeholder project meetings and one public meeting and will prepare the meeting notification, exhibits, presentation material, meeting summary, and minutes. Public outreach will apply to all segments.

The public process shall include the following:

Public Meeting: This meeting will be held in the beginning of the design effort. The purpose of this meeting will be to gather stakeholder input and obtain feedback. Exhibits summarizing existing and conceptual proposed sidewalks will be presented to the public, along with a location map showing the sidewalks to be modified/ added. Also, a process will be developed to record and summarize the input rendered by the public.

In addition to the public stakeholder meetings, the selected firm shall hold coordination/progress meetings as needed with the City's designated project team during design. Potential stakeholders may include but are not limited to: Public Works Department, including Street Operations, Parks, Recreation and Open Space, Aurora Water, Planning Department, Aurora Public Schools, CDOT, and RTD. Consultants are encouraged to recommend modifications or additions to the public outreach process as part of their proposal.

Deliverables:

• Meeting Agendas

• Meeting Minutes

• Public Meeting Exhibits

• Citizen Comment Matrix

3. 30% DESIGN & ROLL PLOT

The selected firm will use the 15% conceptual design from the 13th Avenue Multimodal Mobility

Study as a foundation to bring the design of the entire project to 30%, identifying any design and construction challenges for the corridor, along with determining how to phase future design and

pg. 8 construction into several manageable projects. This design shall be progressed to a point sufficient to identify and to solve key project challenges. The design will be evaluated for overall safety improvement, adherence to criteria, constructability, environmental constraints, and an order of magnitude cost will be developed. During the conceptual design phase, the existing typical sections in the City’s criteria manual shall be evaluated, and a determination made as to whether the project will move forward with the existing typical sections or if revised sections are necessary. The proposed 30% design will be discussed in a concept review meeting with the city and at a public meeting to determine the design to move forward into preliminary design.

The general expectations for a 30% design are defined as:

30% Preliminary Design – Engineering Plans demonstrating roadway horizontal & vertical geometry with grading design. Plans shall include horizontal design of storm sewer and utilities. Key project concerns (i.e. ROW, Drainage, Grading, etc.) shall be identified at this time. A sheet list of the anticipated full set shall be included. A preliminary cost estimate shall be included with the 30%

Design submittal. The 30% design shall be sent to both the City and to CDOT for a formal FIR review. Upon City and CDOT acceptance of the 30% design, the project will proceed to 60% design.

4. 60% DESIGN & ROLL PLOT

The selected firm will bring the design of the entire project to 60%. The 60% design will maintain the ability to provide effective drainage, minimize impacts to traffic signals & hardware, and minimize right-of-way acquisition. The concepts will be evaluated for overall safety improvements and an order of magnitude cost will be developed for each location. The results of the evaluation will be discussed in a concept review meeting with the city to determine the preferred concepts to move forward into final design. The final deliverable will include the following elements:

• A shared use path (generally (8-10 feet in width)

• Widened sidewalks (generally 5-6 feet in width)

• Intersection curb extensions

• New curb ramps

• New crosswalk markings

• Sharrow (shared lane) symbols

• Improved pedestrian-scale and vehicular lighting

• Conceptual Design Exhibits for each location

• Budgetary Cost Estimates for each location

The general expectations for 60% design are defined as:

60% Preliminary Design – Complete Plan & Profile, Grading, Drainage, Signing & Striping Traffic

Signal, and Utility Design Plans including Cross Sections. A Preliminary Drainage Report shall also be included. A preliminary cost estimate and construction schedule shall be included with the 60% Design submittal.

The 60% design shall be sent to both the City and to CDOT for a formal FOR review.

The Consultant shall provide all calculations used during the design of the facilities. Design calculations, notes, sketches, and modeling outputs shall be submitted to the City. QA/QC check sets for each submittal shall provided to the City with each review.

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The design shall include all facilities and appurtenances in accordance with accepted engineering practices and compatible with existing facilities and systems within the City. Opinion of probable construction costs shall be submitted with each review.

The following is an estimation of the sheets that will be included in this scope but is not an all inclusive list:

• Title Sheet

• Project Specific Notes

• Survey Control Sheets

• Typical Sections

• Removal Plans

• Roadway Plan and Profiles including Grading

• Drainage Plan and Profiles

• Utility Plan and Profiles

• Signing and Striping Plans

• Existing Traffic Signal Plans

• Proposed Traffic Signal Plans

• Cross Sections

• Temporary and Permanent Erosion Control Plans

• Storm Drainage Maps

• Bid Item Quantities (CDOT Standard Bid Items)

5. FINAL DESIGN (For 1 Mile Portion)

Upon City acceptance of the 60% Preliminary Design, a series of segment(s) totaling one mile will proceed to Final Design of construction bid documents. The Final Design shall include project team review submissions at sixty percent (60%), ninety percent (90%) and 100% designs, followed by a Signature Set submittal upon approval.

The selected firm shall prepare all design documentation including drawings, SUE investigation results, plans, specifications, contract documents, and other related project documentation necessary for bidding and constructing the project. A submittal of plans shall be submitted to the

City Project Manager for review at 60% (FIR). Plan submittals will take place through the City of

Aurora AMANDA review system for the 90% (FOR), 100% and Signature Set submittals.

The Consultant shall provide all calculations used during the design of the facilities. Design calculations, notes, sketches, and modeling outputs shall be submitted to the City. QA/QC check sets for each submittal shall be provided to the City with each review.

The general expectations for 90% design are defined as:

90% (FOR), 100% and Signature Set Formal Reviews (AMANDA Reviews) – Complete

Engineering Plans, Drainage Report, and SWMP Report and Specifications. The consultant should consider these plans complete and constructible. All applicable files shall be officially submitted for review in the City’s formal AMANDA process. A Pre-Submittal meeting will initiate the 90% review to start the AMANDA process.

Consultant shall anticipate addressing comments through the AMANDA review and will be required to record responses on comment & resolution forms.

The design shall include all facilities and appurtenances in accordance with accepted

pg. 10 engineering practices and compatible with existing facilities and systems within the City. Opinion of probable construction costs shall be submitted with each review.

Technical specifications and standard details shall be prepared based on CDOT standards and specifications; however, the bid package will need to include CDOT Project Special Provisions

(PSP’s) and Standard Special Provisions (SSP’s). CDOT specifications and pay items shall be used as the basis for the quantities, cost estimates and bid items.

The following is an estimation of the sheets that will be included in this scope but is not an all-inclusive list (the sheets necessary may vary by location):

• Title Sheet

• Project Specific Notes

• Survey Control Sheets

• Erosion Control Plans

• Grading Plans

• Sidewalk Plan and Profiles

• Drainage Plan and Profiles

• Utility Plan and Profiles

• Bid Item Quantities (CDOT Standard Bid Items)

a. CITY OF AURORA PLAN REVIEW/APPROVAL

The Consultant shall submit plans for review to the City Project Manager at 30% and 60%. At

90%, the plans will be submitted to AMANDA for the formal review. Review fees will be paid by the City. The review process includes two municipal review periods (90%, 100%) plus turn-around time for the remedy of any comments by the Consultant.

b. DESIGN STANDARDS

All drawings and designs shall be in accordance with the City's “Roadway Design &

Construction Specifications” and “Water, Sanitary Sewer and Storm Drainage Infrastructure

Standards and Specifications and Public Utility Improvements Rules and Regulations

Regarding Standards and Specifications” latest editions. The Consultant shall document and make recommendations related to design criteria for bicycle and pedestrian facilities including input, guidance, and recommendations from NACTO (National Association of City

Transportation Officials), AASHTO and FHWA. The drawings shall include all grading, plans and profiles, drainage, survey control, erosion control, quantity summary, lighting plans and other information as required in the City Standards.

c. FIELD SURVEYS

Consultant will provide topographic mapping including contours at an interval of 1 foot and a Survey Control drawing. The City of Aurora benchmarks will be used for vertical control.

Surveys will include street ROW, existing signal poles, control cabinet, pull boxes, signs, signal heads, sidewalk, curbs, inlets, manholes, valves, detection loops, trees, bushes, utilities, fences, and retaining walls (above ground), and ROW in the subject area.

Surveying of underground utilities by the City is via surface markings as provided by a utility locator only. Any pothole/testhole excavation required for this project will be the responsibility of the consultant (see section f below.) As necessary, utilities shall be

pg. 11 located by potholes at each potential utility conflict point. All design activities and plans shall be compliant with Colorado Senate Bill 18-167 quality level A/B.

d. RIGHT-OF-WAY AND EASEMENTS

The Consultant will identify any right-of-way and/or permanent or temporary construction easements needed for construction and provide CAD line work to the Project Manager who will prepare the legal descriptions with the City’s Real Property Team.

e. UTILITIES AND POTHOLING

All underground or above ground utilities shall be located on the survey. All information received from this survey should be field verified. A private locate company shall be used if necessary. Design sequencing shall be coordinated to supply new or relocate existing utilities. The selected firm shall prepare mapping for use in coordination of new utilities.

All utilities that are potentially impacted by the project will require potholing. The consultant shall prepare final utility plans utilizing the pothole information and field locates. Final utility plans shall identify utility conflicts and provide a suggested relocation plan as required. The consultant shall coordinate with the utility companies for final relocation plans and specifications. Utility clearance letters will be required from all utility owners within the project limits.

f. DRAINAGE AND WATER QUALITY

A Preliminary Drainage Report shall be included with both the 60% and 100% submittals for this project. This report shall follow the requirements of the City’s Storm Drainage Design and

Technical Criteria. The drainage analysis shall include an evaluation of existing conditions using survey, available as-builts and drainage reports, an assessment to determine positive surface drainage is maintained, and determine required improvements to the roadway storm sewer system. Drainage reports for surrounding developments are available to help define the tributary watershed and can be provided to the Consultant as requested. The Consultant shall evaluate the need for permanent BMPs in order to meet Water Quality standards and specifications.

g. QUANTITIES AND COST ESTIMATES

A detailed engineer’s opinion of probable construction cost shall be provided for both the

60% design and the segment(s) totaling 1 mile which will be brought to 100% design.

CDOT specifications and pay items shall be used as the basis for the quantities and cost estimates. The selected firm shall also estimate the appropriate construction timing and schedule. The preliminary, progress and final cost estimates shall be submitted with all project milestone submittals.

h. BID DOCUMENTS (For 1 Mile Portion)

The consultant shall provide all required documents for the preparation of the project manual by the City. This information shall include, but is not limited to; Construction Plans, Specifications, Reports, and Bid Tabulation.

pg. 12

SECTION II

PROPOSAL SUBMITTAL REQUIREMENTS

Limit the TOTAL LENGTH of the core proposal to thirty-five (15) pages maximum, which does not include cover letter, index and/or table of contents, front and back covers, title page, separation tabs, and resumes (keep resumes to 2 pages each, maximum). Use 10-point font or larger. Use of figures, photographs, or other graphics within the page constraints indicated is up to the discretion of the consultant. The City cannot guarantee review of voluminous firm-specific or other information contained as an appendix. The qualified firm's proposal shall include at a minimum the following information:

1. Company information

• Firm Name

• Business Address

• Primary Contact Name, Telephone Number and Email Address

• Year Established

• Type of Ownership

2. Proposed Scope of Work

Approach to completing the Scope of Services contained within this RFP. Proposing firm will need to exhibit a complete understanding of the tasks and public engagement involved in this project, and offer their approach to any additional anticipated issues and proposed strategies for addressing said issues based on additional insight, capabilities or perspectives of the consultant. Within the proposed scope of work the proposing firm shall detail their approach to phasing the design of nine miles of roadway corridor, and describe their team’s approach to breaking this large task down into manageable sections to achieve a successful end product.

This includes demonstrating familiarity with State and Local Agency policies and procedures, addressing coordination with other entities, and defining project milestones including project meetings and workshops.

3. Relevant Experience

a. Provide specific examples of similar projects the proposing firm has completed in the past, with a focus on projects including grant funding and public engagement and delivery history for time and budget.

b. Provide contact information for relevant contracts with other municipalities within the past three years where similar services have been performed.

4. Proposed Project Team

a. Project Manager, project management structure, QA/QC, technical resources, discipline-specific leads, support staff and proposed sub-consultants, if any (include information on firm(s), including sub-consultant personnel who will be working on the project), and their specific roles. Also include location of key personnel, including sub-consultants.

b. Shall Include:

i. General firm information including both local and firm-wide resources pertinent to this project

ii. Resumes of key project personnel and percent of team that is local, including subconsultants and subcontractors.

iii. Location of key project personnel and availability

Note: The team of key personnel presented in the proposal shall work on the project until completion. Any substitution of personnel shall require the approval, in writing, of the City. Personnel changes shall only be considered for valid reasons such as an employee leaving the firm, major illness or accident. Only persons as well qualified as the proposed individual shall be approved.

5. Preliminary Proposed Schedule

a. The schedule shall be detailed by week with an anticipated start date of June 2025.

pg. 13

6. Forms

a. Letter of Indemnification for Withholding Confidential Information, refer to Section VI;

b. W-9 Taxpayer Identification form, refer to Section VII;

c. Request for Business Status, refer to Section VI of this RFP; and

d. Affidavit of Small Business Participation; refer to Exhibit 2. Failure of the proposer to submit the affidavit will result in the consultant being deemed non- responsive and ineligible for award. If DBE goal is 0% the Affidavit is still required.

The City reserves the right to obtain financial data or other supplemental information concerning the firm and/or its proposed sub-consultants.

pg. 14

SECTION III

EVALUATION CRITERIA

Proposals will be evaluated on the criteria listed below. The selection committee will review each firm’s approach to ascertain their understanding of the project and issues to assure that a proper effort will be devoted to the project, and to entertain the firm’s special perspective on approach, techniques, and work efforts.

1. Approach to completing Scope of Work

a. Project understanding and approach 20 points

b. Understanding of project institutional requirements 20 points

c. Approach to project phasing 5 points

d. Proposed project schedule 5 points

2. Relevant Experience

a. Experience and performance of the project team/firm on similar projects 20 points

b. Project delivery history for time and budget 10 points

3. Proposed Project Team

Experience and availability of project personnel 10 points

4. Overall quality, readability, and responsiveness of the proposal and adherence to submittal requirements. 10 points

Total Maximum Points: 100 points

pg. 15

SECTION IV

SPECIAL CONDITIONS

CONSULTANT RESPONSIBILITY FOR PROPOSAL COSTS

The City is not liable for any costs incurred by any CONSULTANT associated with the preparation of a proposal, the negotiation of a contract, or for services prior to the award of the Agreement.

Selected consultant may be asked to present their proposals and/or to demonstrate ability to provide products or services to the City’s representatives in Aurora or at another mutually agreeable location. The consultant shall bear all costs of such presentations.

PROPOSALS BINDING UPON CONSULTANTS

Consultants are advised that their proposals shall be binding upon the consultant for ninety (90) calendar days from the proposal due date. A consultant may withdraw or modify their proposal any time prior to the proposal due date by a written request, signed in the same manner and by the same person who signed the proposal.

SAMPLE PROFESSIONAL DESIGN SERVICES AGREEMENT

Included in this package is a sample of the standard “Professional Design Services Agreement” used by the City that the awarded Consultant will be required to execute with City prior to commencement of services.

INSURANCE REQUIREMENTS

Attached to the sample “Professional Design Services Agreement” is a copy of the City’s current insurance requirements (Form 410-33). The awarded firm will be required to provide this proof of insurance.

INDEPENDENT CONTRACTOR

The successful Consultant is an independent contractor. The independent contractor is not entitled to Workers Compensation Benefits. An independent contractor is obligated to pay federal and state income tax on any monies earned pursuant to the contract relationship. Additionally, it is understood that the independent contractor is not entitled to Unemployment Insurance Benefits unless unemployment compensation coverage is provided by the independent contractor or some entity other than the City of Aurora, Colorado.

SUBLETTING OF CONTRACT

The Consultant will agree not to assign or sublet the whole or any part of the contract without the prior written consent of the City.

CHANGES IN SCOPE OF SERVICES

The City Project Manager will agree that any change of scope in the services to be performed after the original contract has been signed shall be documented as a written change order, be accepted by all parties, and made a part of the original contract by amendment.

AWARD FUNDING

This project is being supported, in whole or in part, by DRCOG federal funds awarded to the City of Aurora through Colorado Department of Transportation (CDOT). The contract must follow all applicable Federal, State and local regulations and restrictions.

CITY OF AURORA SMALL BUSINESS ENTERPRISE (SBE) PROGRAM FOR CONTRACTS OVER $250,000.00

This RFP may be subject to the City’s Small Business Enterprise (SBE) Program. The intent is to recognize the role and importance of small businesses in our country’s and City’s continued success. For Aurora to acknowledge this category of businesses involved with providing professional and regular services, it has been determined that certain actions are necessary to support this program.

pg. 16

SECTION V

SMALL BUSINESS ENTERPRISE PROGRAM

Objectives of the SBE Program The City’s Small Business Enterprise (SBE) Program demonstrates the City’s commitment to the SBE community by promoting economic growth within the local business community and providing a development program to assist SBEs regardless of gender, age, race or ethnicity.

For purposes of the City’s Program, SBEs are defined as a small business if they meet 50% of the Small Business Administration’s size standard that applies to the appropriate North American Industry Classification (NAICS) code for the scope being procured. SBEs shall self-certify as to their business size status.

As part of the SBE Program, contracts over $250,000 awarded to large businesses by the City’s Office of Purchasing Service shall require that the large business use a good faith effort to award no less than 10% of their subcontracting dollars to SBEs, if they plan to subcontract any portion of the work. This Program does not apply to large businesses that will perform 100% of the contract work with their own workforce without using any subconsultants and or to the top ranked successful consultant that has self certified themselves as a small business enterprise.

Consultants are encouraged to identify as many aspects of the work as possible to enhance the utilization of SBEs. Consultants are expected to use qualified SBEs. To be qualified, SBEs must have the necessary financial capabilities, skill, experience, and access to the necessary staff, facilities and equipment to perform the work or to provide the supplies or services that are required.

Good Faith Effort If the objective specified herein has not been met, it shall be the responsibility of the large business top ranked consultant to demonstrate its good faith efforts in attempting to meet the objective. The consultant, if it has not met the specified objective, must provide a completed Good Faith Effort Questionnaire in support of its good faith effort to meet the objective for evaluation and approval by the City.

SBE Program Documents In order to demonstrate compliance with the City ’s SBE Program, the top ranked consultant must complete the initial “Request for Business Status” form (refer to Section VII of this RFP). If the top ranked consultant has self certified as a large business, then that consultant must sign and submit the attached forms entitled Statement of Intent to Use Small Business Enterprises (SBEs) and Individual Letter of Intent for Each Small Business Enterprise. In addition, if the SBE objective has not been met, the large business top ranked consultant will be required to submit the attached Good Faith Effort Questionnaire as provided for herein under "Good Faith Effort." All forms shall be submitted by the successful consultant upon successful conclusion of negotiations.

Evaluation Criteria for a Good Faith Effort The adequacy of the large business top ranked consultant’s good faith effort will be evaluated based upon the following criteria:

1. The consultant’s outreach efforts, including:

➢ Advertising in trade association publications and other publications;

➢ Mailings to SBEs;

➢ Contacts with SBE contractor organizations;

➢ Phone contacts with SBEs; and

➢ Other activities identified by the consultant.

2. List items of work identified by the consultant for subcontract or supply to meet the Program objectives;

3. Efforts to negotiate with SBEs to obtain them as subconsultants or suppliers;

4. Efforts to provide SBEs a full and fair opportunity to provide a proposal, including the opportunity to review the scope of services and to have the time to prepare proposals and negotiate; and

pg. 17

5. The reasons why the consultant was unsuccessful in its efforts to obtain SBEs as subconsultants, suppliers or joint venture partners.

If the City determines that the large business top ranked consultant failed to make a good faith effort, the proposal will be deemed non-responsive and will be rejected.

pg. 18

STATEMENT OF INTENT TO USE SMALL BUSINESS ENTERPRISES (SBE)

The large business shall complete this form for the involvement of SBEs on this project. This form shall be submitted by the successful consultant upon successful conclusion of negotiations .

The following SBEs will be utilized:

1. Name: ________________________________________________________________________

Type of Work: ___________________________________________________________________

Amount of Contract:

2. Name: ________________________________________________________________________

3. Name: ________________________________________________________________________

(Attach additional sheets as required)

By executing this document, the consultant hereby certifies that it fully intends to employ the SBEs listed on this STATEMENT OF INTENT TO USE SMALL BUSINESS ENTERPRISES. Should one or more listed SBEs be deleted after the proposal has been submitted or if it becomes necessary to replace an SBE, the CONSULTANT

MUST OBTAIN PRIOR WRITTEN APPROVAL FROM THE CITY.

Total Amount of Anticipated to be Subcontracted: %

Total SBE Program Participation Achieved: %

Consultant:

(Company Name)

By:

(Consultant’s Authorized Representative)

Name:

(Type or Print)

Title:

Date:

pg. 19

INDIVIDUAL LETTER OF INTENT FOR EACH SMALL BUSINESS ENTERPRISE

The large business shall complete this form for the involvement of SBEs on this project. This form shall be submitted by the successful consultant upon successful conclusion of negotiations.

CONSULTANT INFORMATION:

Name:

Address:

Telephone:

SBE INFORMATION:

Name:

Address:

Telephone:

Type of Firm: Subconsultant Supplier

The North American Industry Classification System (NAICS) code for this award is __________.

The small business size standard designated for this award in accordance with the City of Aurora’s SBE

Program is ________________ U.S. dollars Employees

Description of work to be performed:

Estimated start date:

Total value of estimated work:

CONSULTANT INTENDS TO UTILIZE THE ABOVE-NAMED SBE FIRM FOR THE WORK DESCRIBED

ABOVE.

Consultant: SBE Firm:

(Company Name) (Company Name)

By: By:

(Consultant’s Authorized Representative) (SBE’s Authorized Representative)

Name: Name:

(Type or Print) (Type or Print)

Title: Title:

Date: Date:

pg. 20

GOOD FAITH EFFORT QUESTIONNAIRE

The large business who has failed to meet the SBE objective is required to complete and submit this form, along with supporting documentation. This form shall be submitted by the successful consultant upon successful conclusion of negotiations. Please use an additional sheet when space is inadequate.

Project SBE Objective: 10% CONTRACTOR SBE PARTICIPATION: %

1. Did your firm advertise for SBE participation? Yes No

If yes, were the advertisements specific or general ?

In what publication(s) did your ad appear?

Please provide a copy of your advertisements.

2. What other sources did your firm use to solicit proposals from SBE subconsultants and suppliers?

Please provide a copy of your advertisements.

3. What items of work were identified for SBE contracting opportunities? List the items of work identified and the percent of contract:

Item Percent of Total Subcontract Dollars

4. How many SBE firms did you contact by mail?

Please provide a copy of all materials mailed and a list showing to which SBE firms the various mailings were sent.

5. How many SBE firms did you contact by phone?

Please provide a list showing which SBE firms were contacted by phone.

pg. 21

GOOD FAITH EFFORT QUESTIONNAIRE (CONTINUED)

6. For subcontracts or supply contracts where an SBE proposed, but was not used, provide the following information:

A. Scope of work SBE proposal vs. scope of work non-SBE proposal:

B. Amount of SBE proposal vs. amount of non-SBE proposal. (Note: Include the date the proposals were received.)

7. If you negotiated with SBEs, but no negotiated subcontracts resulted, please give the reasons that your negotiated efforts failed relative to each such failure.

8. If you did not negotiate with any SBE firm(s) please explain why.

9. Please indicate how many negotiated subcontracts you entered into:

10. How many SBE firms reviewed the RFP at your office?

11. Have you previously proposed on work with public entities in which the RFP documents set forth objectives for SBEs? Yes No

If the answer to this question is yes, please provide the following information:

A. Were you ever the selected firm? Yes No

B. Have you ever failed to meet a specified objective? Yes No

If yes, relative to each incident in which you have failed to reach the objective, please set forth the reasons for any such failure.

C. Has a proposal submitted by your firm ever been rejected for its failure to respond to an SBE program? Yes No

D. Have you ever competed successfully for a public project and met the objectives specified therein? Yes No

If yes, please identify those projects.

Relative to each of the questions set forth above, please respond in detail on a separate piece of paper, if necessary. This information will be used by the City as an indication of your commitment to the City’s SBE Program.

pg. 22

SECTION VI

SAMPLE

AGREEMENT

for

PROFESSIONAL DESIGN SERVICES

DESIGN SERVICES AGREEMENT

CITY OF AURORA

AURORA, COLORADO

TITLE: ____________________________________________

FILE: ____________________________

P.O. NO.: ___________________________

(Version PDSA 10 2024)

pg. 23

TABLE OF CONTENTS

Section Page

Recitals 3 Section I – Scope of Work 3 Section II – Project Management 4 Section III - Designer’s Responsibilities 4 Section IV - Schedule 6 Section V- Compensation 7 Section VI - Examination of Records 9 Section VII - Personnel Assignments - Key Personnel 9 Section VIII - Ownership of Documents 10 Section IX - Taxes and Licenses 12 Section X - Assignment and Subcontracting 12 Section XI - The City’s Responsibilities 12 Section XII - Mutual Obligations of the City and Designer 13 Section XIII - Charter, Laws and Ordinances 13 Section XIV - Status of Designer/Independent Contractor 13 Section XV - Termination of Agreement 14 Section XVI - Amendments and Extensions 15 Section XVII – Dispute Resolution 16 Section XVIII – Equal Employment Opportunity 17 Section XIX – Special Conditions 17 Section XX – Insurance Requirements 18 Section XXI - Indemnification 19 Section XXII – Miscellaneous 20

Attachmen…