RFP - Whipple Bridge - Updated 8-8-25.pdf

REQUEST FOR PROPOSALS

Whipple Bridge Deck Replacement Project

Bid Due Date: September 5th, 2025, by 5pm MST

(Proposals Must Be Received by Date and Time Specified to Be Considered)

The Town of Buena Vista is seeking qualified contractors for the removal and replacement of the timber decking and rub rails on the Whipple Trail Bridge, a key pedestrian and recreational crossing in the Buena Vista River Park. Originally constructed in the early 1990s, the bridge has served the community for over three decades and now requires upgrades to maintain safety and usability. This project aims to extend the bridge’s lifespan while minimizing impacts to the public and surrounding environment.

RFP Responses can be submitted in PDF format to Earl Richmond, Recreation Special Projects Manger @ erichmond@buenavistaco.gov or dropped off at Buena Vista Town Hall East - 713 E Main St:

Town of Buena Vista C/O Earl Richmond

P. O. Box 2002 713 E. Main Street

Buena Vista, Colorado 81211

Important Dates:

RFP Publish Date: DATE: August 6, 2025 On Site Tour (Optional): DATE: Upon Request Vendor Questions Due: DATE: August 22, 2025

Questions Responses Published: DATE: August 26, 2025 RFPs Due: DATE: September 5, 2025 Committee Reviews RFPs: DATE RANGE: September 9-10, 2025 Notice of Intent to Award Contract: DATE: September 11, 2025 Approval of Contract: DATE: September 23, 2025 Project Start: DATE: Week of October 6, 2025 Project Complete: DATE: Week of October 20, 2025

*Submit all questions before the question deadline above to Earl Richmond, Special Projects Manger erichmond@buenavistaco.gov.

mailto:erichmond@buenavistaco.gov

A copy of the Proposal and any associated exhibits may be obtained as follows from the Town’s website: https://www.buenavistaco.gov/2228/RFPs-RFQs or can be picked up at Town Hall East – 713 E. Main Street, Buena Vista, CO 81211

General Specifications and Information

Project Overview:

The Town of Buena Vista is initiating a project to replace the existing timber decking and rub rails on the Whipple Trail Bridge, located in the Buena Vista River Park. After more than three decades of service, the wood decking has reached the end of its useful life. This project will remove and replace the aging components to enhance public safety, improve user experience, and extend the overall life of the structure. The work will be performed with careful attention to minimizing public disruption, protecting the surrounding environment, and meeting the Town’s standards for long-term durability and low maintenance.

Scope of Services:

The selected contractor will be responsible for the following:

• Removal and proper disposal of existing timber decking and rub rail

• Installation of new timber decking and rub rail using Town-specified materials

• Inspection of bridge infrastructure at all project phases

• Coordination of work to minimize public disruption and trail closures

• Mobilization of equipment and materials with minimal environmental disturbance

• Compliance with best practices for environmentally sensitive trail and bridge work

• Adherence to all applicable Town, County, and State regulations

• Communication with Town staff throughout the project

• Work with Town staff to coordinate an engineering review to inspect the support girders, diagonal bracing and stringers to verify the structural integrity, after the decking is removed

Materials Overview:

Contractors will be using the following Town-specified materials. This will be a materials-only supply;

pre-drilling and cutting are to be completed by the contractor.

• Decking- 3x12 D.F. Select Structural S4S (Western Region), MCA treated - 107 - 3x12 (Nom) x 9'- 11 1/4" Douglas Fir Select Structural

• Rail- 2x6 D.F. #1 or better S4S, MCA treated- - 12 - 2x6 (Nom) x 16' Douglas Fir #1

• Fasteners- Shall match the original installation and be zinc plated

Note: Decking and rail shall be installed in the same orientation and location as the existing.

The contractor will also be responsible for coordinating logistics, mobilizing equipment, minimizing disturbance to adjacent areas, and adhering to best practices for trail building in sensitive environmental zones. Final deliverables shall meet the Town’s standards for durability, safety, and minimal long-term maintenance, while supporting both recreational and event-based use. All work must comply with applicable local regulations, and the Town reserves the right to approve materials, methods, and any proposed changes to the original trail concept.

https://www.buenavistaco.gov/2228/RFPs-RFQs

Reservation of Rights, Disclaimers, Disclosures and Instructions:

All responses, inquiries, and correspondence relating to the RFP, and all reports, charts, displays, schedules, exhibits, and other documentation produced by any vendor and submitted as part of a proposal shall be deemed the property of the Town upon opening of the proposal, will not be confidential, and will be subject to disclosure under the Colorado Open Records Act.

The successful bidder will be required to enter into the Town's standard PSA (professional services agreement.)

All costs incurred by a respondent in preparing and responding to this RFP are the sole responsibility of the respondent. Any recipient of this RFP who responds hereto, fully acknowledges all the provisions and agrees to be bound by the terms hereof. Any response submitted pursuant to this RFP is at the sole risk and responsibility of the party submitting such response.

Detailed Response Instructions:

A. Formal cover letter indicating:

a. The firm has read this entire request for proposals (RFP) document and understands its contents.

b. The firm’s intent to offer services related to this request.

c. The firm’s website, social media sites (if applicable) and point of contact information.

d. A minimum of two references from previous or current clients.

e. This letter must be signed by an authorized representative of the firm.

B. Detailed proposal responding to scope of work:

a. Explain the intended approach, execution and deliverables, including a timeframe and budget for each stage and both Option A and Option B.

C. Summary of the firm’s qualifications:

a. Does the firm have experience working with municipal/government clients, which included working with the local community on the project? If so, please provide at least one example of the completed work for a municipal/government entity.

b. Give at least one detailed example of a similar project completed. What were the results of this project?

c. Who from the firm will be working on the project (by specific staff person name, job title and résumé of relevant work experience) and indicate – by percentage – the approximate amount of time each person will spend on this project?

d. Who will be the day-to-day contact and what are his/her qualifications for managing this type of project?

D. Provide the legal name and address of the company, including name, title, address and telephone number of the person to contact concerning the proposal. The proposal must be signed by an individual or individuals authorized to execute documents on behalf of the proposer.

Selection Criteria:

Proposals will be evaluated based upon the information submitted. The following criteria will be the primary considerations for selecting a proposal:

1. Project understanding, approach and schedule 25 points

2. Experience and availability of project team 20 points

3. Experience on similar projects, including past record of performance 20 points

4. Overall quality and responsiveness of proposal 10 points

5. Price 25 points

*A 2-point local preference will be given to local contractors for Buena Vista companies; 1-point for Chaffee County companies.

The Town will enter into an agreement based on the proposal determined to be the most beneficial to the Town. The Town reserves the right to reject any or all proposals, without obligation to the Town, and to negotiate additional terms or alterations with respect to the proposal.

The Town will enter into an agreement based on the proposal determined to be the most beneficial to the Town. The Town reserves the right to reject any or all proposals, without obligation to the Town, and to negotiate additional terms or alterations with respect to the proposal.

For questions pertaining to the content in this RFP, proposers are specifically directed to not contact any town personnel other than the person indicated below. All inquiries concerning this RPF should be directed to:

Earl Richmond, Recreation Special Projects Manager erichmond@buenavistaco.gov

(719) 221-1461

Site location:

800 E Main St.

Buena Vista, CO. 81211