RFQ Design - PD Building.pdf

Request for Qualifications Design Services for the

Estes Park Police Department Building

Tuesday, July 15, 2025

Derek Pastor

Project Manager

Town of Estes Park

170 MacGregor Ave

Estes Park, CO 80517 dpastor@estes.org

970-577-3957

Proposals due by 2:00 PM MDT Tuesday, August 12, 2025 mailto:dpastor@estes.org

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TABLE OF CONTENTS

I. INTRODUCTION

PROJECT SUMMARY

PROJECT FUNDING

PROPOSAL SCHEDULE

PROPOSAL DOCUMENTS

MANDATORY PRE-PROPOSAL MEETING & WRITTEN QUESTIONS

PROPOSER COMMUNICATIONS & REQUESTS

ADDENDA TO RFQ

III. PROJECT OVERVIEW

PROJECT DESCRIPTION

SCOPE OF SERVICES

PROFESSIONAL SERVICES, TIME & FEES

METHOD OF PAYMENT

AWARD OF CONTRACT

MATERIAL OWNERSHIP

TERM OF CONTRACT

III. INSTRUCTIONS TO PROPOSERS

ORGANIZATION OF PROPOSAL

PROPOSAL SUBMISSION

PROPRIETARY INFORMATION

REJECTION OF PROPOSAL

USE OF SUBCONSULTANTS

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DISADVANTAGED BUSINESS ENTERPRISE (DBE)

INSURANCE REQUIREMENTS

PROPOSAL REVIEW, EVALUATION & SELECTION PROCESS

SELECTION CRITERIA

GENERAL REQUIREMENTS

SITE PARAMETERS

DELIVERABLES

TOWN REPRESENTATIVES

PROJECT SCHEDULE

SUPPLEMENTAL CONSULTANT GUIDELINES

PROTEST PROCEDURES

IV. EXHIBITS

EXHIBIT 1 – TOWN OF ESTES PARK ACEPTANCE OF CONDITIONS

STATEMENT

EXHIBIT 2 – CONSULTANT’S PERSONNEL & SUBCONSULTANT LISTING . 37

EXHIBIT 3 – TOWN OF ESTES PARK REFERENCE AUTHORIZATION &

RELEASE FORM

EXHIBIT 4 – TOWN OF ESTES PARK PROFESSIONAL SERVICES

AGREEMENT (SAMPLE)

SEPARATE ATTACHMENTS

EXHIBIT 5 – TOWN OF ESTES PARK DESIGN GUIDELINES

EXHIBIT 6 – TOWN OF ESTES PARK ENIVRONMENTAL SUSTAINIBILITY

TASK FORCE FINAL REPORT

EXHIBIT 7 – SPACE NEEDS ANALYSIS

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I. INTRODUCTION

PROJECT SUMMARY

The Town of Estes Park (TOEP/Town) seeks proposals from qualified consultants and/or teams with specific expertise in designing Police departments or public safety buildings, including architecture, civil engineering, surveying, structural engineering, geotechnical engineering, mechanical and electrical engineering, transportation/ traffic engineering, and building construction. Also included in this request are landscape design and architectural features, interior design, furniture/fixtures/equipment, and interior/exterior wayfinding signage. This project will also include aspects of community engagement in which the Town will ask the consultant to help in collecting data and feedback to incorporate into the design. The specific location and subsequent land acquisition has yet to be finalized. Topographic maps and existing utilities site plans will be provided upon the finalization of the site. Any additional geotechnical or traffic impact surveys will be coordinated by the Town. These disciplines are primary though not all-inclusive of the expertise necessary to design, prepare bid documents, and provide construction management assistance for a new (approximately) 30,000 square feet Police Department building. The TOEP’s preference is for a single-story building, but open to exploring options for a multiple story building design in order to meet the programmatic and spacing needs required and desired by the police department. Experience in designing and constructing law enforcement/public safety facilities, emergency services and/or government buildings is preferred. The ideal candidate will offer a blend of architecture/engineering/construction firms experienced in community engagement and delivering turnkey police facilities. The successful consultant or consultant team will have demonstrated expertise in these aspects and all consulting disciplines necessary to complete the project in conformance with TOEP development criteria and requirements.

The successful consultant shall enter into a contract with the TOEP for complete professional services including, but not limited to, the following:

1. Community-Informed Design & Programming

2. Conceptual and Schematic Design Development

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3. Final Design / Construction Documents

4. Bidding Documents Preparation

5. Construction Management Assistance

The central goal of this project is to provide a state-of-the-art Police Department facility, while also aligning with the character of downtown Estes Park.

The selected consultant must work in partnership with the TOEP’s Internal Planning Team

(IPT; this includes the Project Manager, select members of the Town of Estes Park Police

Department, and select members of additional Town Departments), the public community, and other local stakeholders to ensure that the various requirements and needs are addressed. Any environmental impacts or effects on existing land use resulting from the construction of this new building must be identified, mitigated, and planned for in the designs. This includes, but not limited to, wildfire mitigation, flood management, and wildlife impacts.

The Town’s preference for this project is a Construction Manager / General Contractor delivery method to engage a construction contractor early in the process to aid in efficiency and assist with construction design and materials. The Town will maintain project oversight, decision-making and financial responsibility. The Designer/Architect will design the building based on owner feedback and contractor input. The Contractor will perform regular plan reviews, value-engineering ideas as needed, scheduling timelines and eventually construction costs. The Town is open to discussions for alternative project delivery methods.

PROJECT FUNDING

This project will be partially funded by TOEP’s 2026 Capital Improvement Program. A ballot measure will be presented to the public in April 2026 for a Sales tax initiative. The town is also exploring grant opportunities the design and construction phases.

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PROPOSAL SCHEDULE

The following is a proposed schedule for the project with key milestones identified.

Event Start Date End Date Request for Qualifications (RFQ)

Advertisement Tuesday, July 15, 2025 Tuesday, July 15, 2025

Pre-Proposal Meeting –

Mandatory, Virtual (2:00 PM MT) Tuesday, July 22, 2025 Tuesday, July 22, 2025

Deadline for Questions (5:00 PM

MT)

Tuesday, July 29, 2025 Tuesday, July 29, 2025

Final Addenda Issued Friday, August 1, 2025 Friday, August 1, 2025

Proposals Due (2:00 PM MT) Tuesday, August 12, 2025 Tuesday, August 12, 2025

Proposal Evaluation, Interviews, and Fee Negotiation Wednesday, August 13, 2025 Wednesday, September 3, 2025

Notice of Award/Declination Wednesday, September 3, 2025

Wednesday, September 10, Contract Preparation Wednesday, September 3, 2025 Thursday, October 2, 2025

Contract Execution Friday, October 3, 2025 Monday, October 13, 2025

Town Board Approval (tentative) Tuesday, October 14, 2025 Tuesday, October 14, 2025

Notice to Proceed (Anticipated) Wednesday, October 15, 2025 Thursday, October 16, 2025

Project Kick-Off Meeting

(Meeting #1) Monday, October 20, 2025 Friday, October 24, 2025

All future milestones, community engagement events, meetings/presentations will be coordinated between the consultant and IPT.

* Meetings subject to Consultant feedback and input

Internal Planning Team review meetings: 12:00pm-2:00pm MT (subject to change)

Community engagement and public presentations days, times, and locations TBD

The Town is anticipating the following in-person meetings with the consultant:

• Community engagement events (5)

• Design review with IPT (4)

• Town Board meetings (3)

• Scenario testing with IPT (2)

• Community Development Planning Review Team meetings (2)

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Consultant should also plan for every other week virtual project coordination meetings with the IPT to resolve issues and maintain forward progress on the design effort.

PROPOSAL DOCUMENTS

Request for Qualifications documents can be obtained through Rocky Mountain E-

Purchasing System (BidNet) at Bidnet.com or found on the Town’s website at www.estes.org/RFQ

The Town of Estes Park, Colorado will receive sealed Proposals for the Design of the

Police Department building until Tuesday, August 12, 2025.

Bids may be submitted via one of the following methods:

1. BidNet: Response to the solicitation on Rocky Mountain E-Purchasing System at bidnetdirect.com; or

2. Email to Derek Pastor, Project Manager (dpastor@estes.org); or

Hand-delivered or late proposals will not be accepted or considered.

The documents are available on bidnetdirect.com as well as on the Town’s website at www.estes.org/RFQ. Interested bidders are responsible for verifying receipt of all applicable documentation, including any associated addenda. The TOEP cannot guarantee accurate information obtained from sources other than BidNet.

MANDATORY PRE-PROPOSAL MEETING & WRITTEN QUESTIONS

A Mandatory PRE-PROPOSAL CONFERENCE will be held VIRTUALLY Tuesday, July

22, 2025 at 2:00 PM MT. The meeting details are listed below:

Google Meet joining info:

Video call link: https://meet.google.com/iic-sqgm-nfd

Or dial: 9781-296-(US) +1 321 PIN: 484 590 254# https://www.bidnetdirect.com/vendor-solutions?purchasingGroupId=8409951&utm_source=google-bidnet-direct-co-skag&utm_medium=ppc&utm_campaign=bnd-branded&utm_term=rocky%20mountain%20e%20purchasing%20system&gad_source=1&gclid=CjwKCAjwhvi0BhA4EiwAX25uj3G_snnK2mhqT3tMwID3LsxfhnDOAYmYgm-6C5Qt4GtkJEtdUeSCkhoC1coQAvD_BwE https://estespark.colorado.gov/rfp file://municipal.net/Shares/List%20of%20Depts/Public%20Works/Facilities/00-PROJECT%20FILES/2023%20Projects/PD%20Relocation/bidnetdirect.com file://municipal.net/Shares/List%20of%20Depts/Public%20Works/Facilities/00-PROJECT%20FILES/2023%20Projects/PD%20Relocation/bidnetdirect.com https://estespark.colorado.gov/rfp

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This will allow all interested parties the opportunity to ask any clarifying questions regarding the proposed scope of work, and gain a better comprehensive understanding of the desired outcome of this project.

All comments, questions/answers and clarifications during this pre-proposal meeting will be summarized and distributed (via BidNet and the Town website) in the form of an addendum. Prospective offerors may also submit any additional written inquiries concerning the requirements of this solicitation to Derek Pastor via BidNet or e-mail

(dpastor@estes.org) by 5:00 PM (MT) Tuesday, July 29, 2025. Offerors are reminded that any changes to the RFQ will be by written addenda only and nothing stated verbally shall change or qualify in any way any of the provisions in the RFQ and shall not be binding on the TOEP.

PROPOSER COMMUNICATION & REQUESTS

All correspondence, communication and/or contact regarding any aspect of this RFQ shall be with the TOEP representative identified below.

Town of Estes Park

Derek Pastor, Town Project Manager

170 MacGregor Avenue, Room 100

Estes Park, CO 80517

Phone: 970-577-3957

Email: dpastor@estes.org

Prospective Consultants and their representatives shall not make any contact or communicate with any members of the TOEP, other than Derek Pastor, Town Project

Manager, regarding any aspect of this RFQ.

At any time during this procurement, up to the time specified in “Proposal Schedule,” prospective Consultants may submit a request for a clarification or interpretation of any aspect or requirement of the RFQ. All questions and subsequent answers will be included in addendum documentation.

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If it should appear to a prospective Consultant that the scope under the contract, or any of the matters relating thereto, is not sufficiently described or explained in the RFQ or contract documents, or that any conflict or discrepancy exists between different parts thereof or with any Federal, State, or local law, ordinance, rule, regulation, or other standard or requirement, then the offeror shall submit a written request for clarification to the TOEP within the time period specified above.

ADDENDA TO RFQ

The TOEP reserves the right to amend the RFQ at any time. Any amendments to or interpretations of the RFQ shall be described in written addenda. The TOEP shall post addenda for prospective Consultants to access through BidNet and on the Town’s website. It is the responsibility of prospective Consultants to access all addenda. All addenda issued shall become part of the RFQ.

If the TOEP determines that the addenda may require significant changes in the preparation of proposals, the deadline for submitting the proposals may be postponed by the number of days that the TOEP determines will allow offerors sufficient time to revise their proposals. Any new due date shall be included in the addenda.

II. PROJECT OVERVIEW

PROJECT DESCRIPTION

The Estes Park Police Department (EPPD) provides professional public safety services in partnership with the community in order to enhance the quality of life for residents and guests. The EPPD has a staff (officers, support, volunteers) of more than 50 and is currently operating out of the Town Hall building. As the staff and needs have grown, so has the need for a new, state-of-the-art building.

In addition to the daily operations—which includes responding to emergency and non-emergency calls for service, proactive policing, investigations, and the safe flow of pedestrian and vehicle traffic through enforcement of traffic laws—the EPPD also offers

10 RFQ – Design and Engineering Services | 2025 Estes Park Police Department Building a wide array of additional services. Those services consist of the Estes Park Emergency

Communications Center/Dispatch, Records Unit, Restorative Justice Partnership, Police

Auxiliary, Property Room, Evidence Processing, and numerous community services. The new building will incorporate these services, and also include an Emergency Operations

Center, and space for additional services such as the Larimer County Sheriffs Office.

In 2025, The TOEP engaged with consultants to conduct a space needs analysis and programming needs. Additionally, various potential sites were reviewed and evaluated and site plan diagrams were created for the top sites. The TOEP is currently in discussions with the those sites to acquire the land. Additionally, funding for the construction of this project has yet to be finalized, and will likely require a ballot measure for a public vote. The Town is also exploring grant opportunities.

The Consultant(s) will meet with the TOEP Internal Planning Team (IPT) early and often throughout this process. The consultant will also take an active role in all community engagement strategies and meetings working in coordination with the Project Manager and Town Public Information Officer.

The TOEP is also anticipating the current traffic flow will be impacted by the additional traffic caused by this new building and responding emergency vehicles. The Consultant should have experience with traffic impact, and traffic engineering if conditions require the existing traffic patterns to be re-evaluated and potentially adjusted.

SCOPE OF SERVICES

The purpose of this section is to provide qualified Consultants with the needed information to enable them to prepare and submit a proposal for design and construction management assistance for the new Estes Park Police Department Building.

The new facility will be approximately 30,000 square feet. With this project, the TOEP seeks to build a state-of-the-art, public services center with community accessibility. The

TOEP’s preference is for a single-story building but is open to exploring options of this

11 RFQ – Design and Engineering Services | 2025 Estes Park Police Department Building being a multiple story building in order to meet the required and desired features identified in the deficiency analysis, site feasibility study, space needs analysis, and other conversations.

TOEP seeks proposals from qualified consultants and/or teams with expertise in architecture, civil engineering, surveying, structural engineering, geotechnical engineering, mechanical and electrical engineering, transportation/ traffic engineering, and building construction. Also included in this request are landscape design and architectural features, interior design, furniture/fixtures/equipment, and interior/exterior wayfinding signage. These disciplines are primary though not all-inclusive of the expertise necessary to design and prepare bid documents and provide construction management assistance for the new Police Department building. The ideal candidate will offer a blend of architecture/engineering/construction firms experienced in delivering turnkey police facilities. The successful consultant or consultant team will have demonstrated expertise in these aspects, as well as community engagement and all consulting disciplines necessary to complete the project in conformance with all regulations of Federal, State, and Town criteria and requirements.

This RFQ will include an hourly rate fee schedule. No other pricing should be included with the Proposal submission. Selection of the preferred firm will be based on qualifications, and interviews if deemed necessary by the project team. Upon selection of the preferred firm or team of firms, the TOEP will work with the selected team(s) to finalize a detailed Scope of Services and fee. If subsequent fee negotiations are unsuccessful, TOEP reserves the right to negotiate with the next highest-scoring candidate.

The successful Consultant shall enter into a contract with the TOEP for complete professional services to include the following phases:

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PART 1. COMMUNITY-INFORMED CONCEPTUAL DESIGN & PROGRAMMING

PHASE

The successful Consultant or team of Consultants shall be responsible for designing and facilitating a community-informed design process. The IPT will assist the selected

Consultant in identification of key stakeholders and determination of the appropriate Town approval processes for this project including, but not limited to, design charettes/workshopping, surveys, presentations to the stakeholders, community and the

Town Board, and approval by the Town’s Planning Commission.

While the desired Police Department building will have a significant impact on the Town, emergency service providers, and the community, the public must be actively encouraged to participate in key external safety and design evaluations. The Consultant will be required to develop and document informed consent on the programming needs and goals of the project from the stakeholders before progressing into conceptual architectural design options.

The Consultant will review all available documents involving the space needs analysis and programmatic needs, the site feasibility study of the new location, and developing opinion of probable construction costs (OPCC) at various stages of design to assist with evaluation of the schemes.

The Consultant shall prepare at least three (3) unique conceptual designs for consideration that satisfy the required needs, make effective and efficient use of the space(s), incorporate ideas of additional desired features as space allows, demonstrate mitigation strategies for the loss of public use space, and contribute to and match the aesthetic elements of the Town of Estes Park described below.

These designs will be vetted by the IPT and identified key stakeholders. There will also be a period of public comment to assist in gaining feedback on the designs presented. At the conclusion of this phase, the Consultant (with the assistance of the IPT) shall seek support from the stakeholders.

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The Consultant shall design the various elements of the project within all currently adopted building codes and standards, IACP Police Facilities Planning Guide, TOEP policies, criteria and development codes, individual utility requirements, and design criteria. It is the responsibility of the proposer to become fully familiar with these requirements and include these costs within this proposal:

• Design Criteria: All designs shall be developed considering, but not limited to, the following criteria. These criteria are to be used as guidelines in the development of the project. These are not intended to be all-encompassing or conclusive in all design respects. The successful Consultant(s) will be encouraged to expand on the criteria in order to produce the best possible design within the constraints of the program needs, the construction budget, the confines of the site, and space limitations, while conforming to the desired performance of the project. Achieving superior design quality regarding building aesthetics, materials, construction, and function is one of the Town’s major objectives for this project. Proposers must demonstrate previous successful projects in this regard. It is the Town’s desire for the design to provide efficient and appealing structural elements for the new Police Department building.

The Town encourages innovative designs, utilizing pre-engineered building components in creative combinations to provide for both interior and exterior aesthetic innovation while meeting the needs of the program. Each design scheme presented to the TOEP for consideration shall be accompanied by an opinion of probable construction costs (OPCC) to assist with evaluation of the schemes. The useful design life for the proposed buildings is recognized to be 50 years or more. (Exhibit 5 – Town of Estes Park Design Guidelines)

• Estes Park Character: The facilities and project designs shall be required to be in conformance with Town regulations and with Estes Park’s natural setting. It is important that the new Police Department building promotes compatibility with its surroundings and establishes environmentally conscious and sustainable building standards.

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• Accessibility: The project shall be universally designed with products and environments to be usable by all people, to the extent possible, without the need for adaptation or specialized design. The accessibility of the project shall meet all adopted regulations that govern the design and construction, including the latest addition of

ANSI A117.1 identifying the technical guidelines for accessibility as well as the current

Americans with Disabilities Act (ADA) rules outlining the accessibility requirements.

These improvements are intended to serve people of all ages and abilities.

• Utilities Site Design Criteria: The project will require new utilities to serve this building. These improvements will be needed on the site itself but may also require utility improvements offsite which may include electric, water, gas, sewer. The TOEP will coordinate geotechnical surveys and traffic impact studies for the Consultants.

The TOEP will also provide existing site plans with utilities and topographic surveys.

Any additional surveys sufficient to design the project, develop bid documents, and comply with the site plan requirements of the development code need to be identified in the Consultant’s proposal.

• Community Development Plan Review: The Consultant will be required to submit a Development Plan and Subdivision Plan to be reviewed by the Town’s Community

Development Review Team. This includes a site plan consisting of existing and proposed new utilities, existing buildings/property lines, and a grading/drainage plan.

(Contractor will be responsible for requesting a dig test prior to construction.) The

Consultants shall assist in determining the best alternative for the Town regarding site development constraints and utility requirements. Upon resolution of these issues, the Consultants shall assist the Town with any agreements or entitlements that will be required between the Town and the utility providers, and design the improvements for inclusion in the civil site bid documents. The Consulant should refer to the Estes park

Development code (Appendix A) for specific requirements.

https://library.municode.com/co/estes_park/codes/development_code?nodeId=ESP

ADECO

https://library.municode.com/co/estes_park/codes/development_code?nodeId=ESPADECO https://library.municode.com/co/estes_park/codes/development_code?nodeId=ESPADECO

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• Environmental Criteria: The consulting team shall meet or exceed all environmental requirements that govern the design and proposed work. The design will require approval from all agencies that may have jurisdiction over the work. This may include, but not be limited to, the Town of Estes Park, Larimer County, the State of Colorado.

The Town will require that the Consultant’s proposed team have the expertise to recognize all these requirements and include the work necessary in the proposal to get the project approved with all agencies having jurisdiction and approval authority over the work. (Exhibit 6 – Town of Estes Park Environmental Sustainability Task

Force Final Report)

• Energy Design Criteria: The Town will require that the consulting team have substantial background in mechanical and electrical engineering. The Town will look for Consultants to develop alternatives in materials, HVAC, lighting, and recycled or sustainable materials to reduce impacts to the environment. The Consultants shall take advantage of all technologies regarding geothermal, solar water, and wind energies. The Consultant should also plan this design with sound and light pollution reducing strategies in mind. The Consultant shall provide analysis of these alternative technologies and the cost benefits analysis to assist the Town in developing sustainable and environmentally sound buildings and site (see Town of Estes Park

Environmental Sustainability Task Force Final Report).

Part 1 Deliverables:

• Three (3) unique conceptual designs

• Design of an inclusive community-informed design process, including preparation of all printed and/or digital outreach materials

• Facilitate stakeholder and community outreach presentations with Project Manager to include display boards and electronic/digital formats for each conceptual design option

• Town Board presentation

• Phase summary, including documentation of how the community process will inform

Schematic and Final Design

• One (1) electronic/digital (PDF) set of each concept

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• Initial Opinion of Probable Construction Cost for each conceptual design

PART 2. SCHEMATIC DESIGN PHASE (30% DESIGN)

After successful completion of the design development and programming phase, based on feedback and direction of the conceptual designs from the IPT and stakeholders, the

Consultant team will begin the design of the new Police Department Building and preparation of civil site (on-site and off-site) work documents. The Consultant shall work to provide complete architectural, site planning and engineering services for building components, mechanical and electrical systems, foundation and structural design, surveying, civil and geotechnical engineering, transportation and drainage engineering, and landscape and life safety designs as needed for this project. The Consultant will incorporate value engineering suggestions during this process for the TOEP to review based on the OPCC if necessary.

The consultant will facilitate a Scenario Testing exercise with the IPT. This analysis will identify how workflow actions and operational activities occur and interact with each other in the new building and help to identify any possible conflicts or modifications needing to be made. The following aspects will be considered during the testing:

• Specificity • Exact Location • Anticipated Use

• Durability • Description • Mislabeled Items

• Missing / Excluded Items • Missing Details

The Consultant will also create the required documentation required for the Development plan and preliminary Subdivision plan. These plans will be reviewed and commented on by the Community Development Planning Review Team. Any comments, clarifications, or corrections will need to be addressed as the design progresses.

These preliminary designs will be vetted by the identified key stakeholders. There will be a period of public comment to assist in gaining additional feedback. At the conclusion of this phase the Consultant shall seek support and direction from the IPT.

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Part 2 Deliverables:

• 30% design set

• Scenario Testing with IPT

• Development Plan and Preliminary Subdivision Plan

• Design of an inclusive community-informed design process, including preparation of all printed and/or digital outreach materials

• Facilitate stakeholder and community outreach presentations with Project Manager to include display boards and electronic/digital formats of all preliminary drawings (30% set) and any reports required in this phase of work. This includes copies of preliminary reports submitted to all agencies that govern and have approval authority over the work.

• Town Board presentation

• Phase summary, including documentation of how the community process will inform further designs

• One (1) electronic/digital (PDF) set

• Preliminary Opinion of Probable Construction Cost

PART 3. SCHEMATIC DESIGN PHASE (60% DESIGN)

After successful completion of the 30% Design phase, review, comments, and programming phase the Consultant team will update the design of the new Police

Department building to create a 60% design set to include updating of civil site (on-site and off-site) work bid documents. These design updates should also incorporate any comments from the Community Development Planning Review Team. The Consultant shall continue work to complete all Architectural, Site Planning, and Engineering services for building components, mechanical and electrical systems, foundation and structural design, surveying, civil and geotechnical engineering, traffic/transportation, landscape architecture and drainage engineering, and interior design planning as needed for this project. Additionally, the Design Criteria outlined above (Estes Park Character, Accessibility, Utilities / Site Design, Environmental and Energy aspects) will be identified.

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The consultant will incorporate value engineering suggestions during this process for the

TOEP to review based on the OPCC if necessary.

These 60% design sets will be vetted by the identified key stakeholders. There will be a period of public comment to assist in gaining additional feedback. At the conclusion of this phase the Consultant shall seek support and direction from the IPT.

Part 3 Deliverables:

• 60% design set

• Design of an inclusive community-informed design process, including preparation of all printed and/or digital outreach materials

• Facilitate stakeholder and community outreach presentations with Project Manager to include display boards and electronic/digital formats of all preliminary drawings (60% set) and any reports required in this phase of work. This includes copies of preliminary reports submitted to all agencies that govern and have approval authority over the work.

• Phase summary, including documentation of how the community process will inform further designs

• One (1) electronic/digital (PDF) set

• Updated Opinion of Probable Construction Cost

PART 4. SCHEMATIC DESIGN PHASE (90% DESIGN)

After successful completion of the 60% design phase, review, comments, and programming phase, the Consultant team will update the design of the new Police

Department building to create a 90% design set to include updating of civil site (on-site and off-site) work bid documents. The Consultant team will continue refining the design further preparation of the bid documents. This will include all architectural, site planning, and engineering services for building components, mechanical and electrical systems, foundation and structural design, surveying, civil and geotechnical engineering, traffic/transportation, landscape architecture and drainage engineering, interior design planning, and interior/exterior wayfinding as needed for this project. Additionally, the

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Design Criteria outlined above (Estes Park Character, Accessibility, Utilities / Site Design, Environmental and Energy aspects) will be identified. The Consultant will incorporate value engineering suggestions during this process for the TOEP to review based on the

OPCC if necessary.

The Consultant will facilitate a second Scenario Testing exercise with the IPT. This analysis will identify how workflow actions and operational activities occur and interact with each other in the new building and help to identify any possible conflicts or modifications needed to be made. The following aspects will be considered during the testing:

• Specificity • Exact Location • Anticipated Use

• Durability • Description • Mislabeled Items

• Missing / Excluded Items • Missing Details

• Identification of Contractor/Owner furnished, and Contractor/Owner installed equipment

These 90% design sets will be vetted by the identified key stakeholders. At the conclusion of this phase the Consultant shall seek support and direction from the IPT.

Community Development Criteria: With the assistance of the Project Manager, the

Consultant will be directed to seek approval from the Planning Commission and resolve any variances identified. The consulting team will be required to prepare and propose the project to the Planning Commission.

Part 4 Deliverables:

• 90% design set

• Scenario Testing with IPT

• Design of an inclusive community-informed design process, including preparation of all printed and/or digital outreach materials

• Town Board presentation

• Present plans to the Planning Commission

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• Phase summary, including documentation of how the community process will inform further designs

• One (1) electronic/digital (PDF) set

• Final Opinion of Probable Construction Cost

PART 5. FINAL CONSTRUCTION BID PACKET & SPECIFICATIONS PHASE

After key stakeholders confirm that the preliminary designs (90% set) are sufficiently complete, TOEP will direct the Consultant to update the current design plans from all comments, input, and feedback received, and then to prepare the final documents for construction bidding. Final bid documents shall be in conformance with all codes and standards as governed by the agencies that have authority over the work being proposed.

The Town will require that the bid documents be approved by TOEP Project Manager prior to going out to bid. All signed and sealed bid sets shall be complete with sufficient drawings, details, notes, specifications, and construction estimates (descriptions, materials list, quantities, etc.). These bid documents shall be a clear and definitive description of the work proposed and these documents shall meet or exceed industry standards. These documents shall be prepared in the best interest of the TOEP in all regards and shall be developed to assure responsible bidding from qualified contractors meeting Town requirements.

The signed/sealed documents shall include the following items and any other documents or reports necessary for complete permitting and bidding:

• Architectural Documents • Structural Documents

• Site Documents • Site Landscape Documents

• Plumbing • HVAC/Mechanical

• Electrical • Security

• Audio/Visual • Landscaping

• Life Safety • Storm Shelter (if applicable)

• Technology/Communications • FFE

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• Food Services • Wayfinding

Part 5 Deliverables:

• One (1) electronic/digital (PDF) construction document set updated with notes, comments, details, specifications, etc. sufficient for contractor bidding

• One (1) electronic/digital (PDF) of all related bid documents and Construction Cost

Estimate template for Contractor bidding

• Answer questions and provide guidance and clarifications during the bid process

• Prepare support for the preparation of addenda, if necessary

• Final reports and documents required in this phase shall be signed and sealed originals that bear seals and signatures of the Architect or Engineer of Record and shall include the approval stamp or letter of approval from agencies governing the proposed work.

PART 6. FINAL DESIGN / CONSTRUCTION DOCUMENT (100% PLANS &

SPECIFICATIONS) PHASE

Upon successful selection of a general contractor by the TOEP, the Consultant will prepare the final 100% set of construction documents based on feedback, input, and responses from the contractor pre-bid meeting; 90% set review; pre-construction meeting;

and clarifications requested for effective completion of this project.

Part 6 Deliverables:

• One (1) electronic/digital (PDF) final 100% set updated with notes, comments, details, specifications, etc. sufficient for construction

• ACAD copies of all design drawings shall be provided on CD.

PART 7. CONSTRUCTION MANAGEMENT ASSISTANCE SERVICES PHASE

Upon selection of a general contractor by the TOEP, the Consultant will assist the Project

Manager with clarifications of questions from the contractor, interpretations of drawings, 22 RFQ – Design and Engineering Services | 2025 Estes Park Police Department Building developing change order drawings, and review/approval of shop drawings for effective completion of this project.

Part 7 Deliverables:

• Where field conditions differ from the contract documents or disputes arise regarding the bid documents, the Consultant shall resolve issues and document the resolution to the satisfaction of the TOEP. The TOEP may require assistance in negotiating change orders and developing design changes from the Consultant when the TOEP requests a change in Scope of Work. The work required to develop additional design, specifications, and change orders shall be at a rate in conformance with the agreement. The Consultant shall be responsible for the costs of any change orders that are necessary due to errors or omissions of the Consultant’s work.

• Issue and evaluate supplementary instructions, responses to requests for information, and proposal requests. These supplementary documents shall be submitted in writing and organized in an acceptable format with the TOEP’s requirements within seven (7) calendar days of the request.

• Review and approve all structural shop drawings within fourteen (14) calendar days.

• Answer questions and provide guidance and clarifications during the bid process.

• Prepare support for the preparation of addenda if necessary.

PROFESSIONAL SERVICES, TIME & FEES

Following selection of a Consultant based on qualifications, experience, and other factors

(See Selections Criteria Section), the TOEP will enter into fee negotiations and then a contract agreement for professional services. Payments shall not exceed the total contracted value. Subcontracting or specialty designers/engineers shall be line item detailed (Exhibit 2 - Consultant’s Personnel and Subconsultant Listing), and an estimated value identified for fee proposal and initial contract purposes, with final scope and fee approved prior to commencing any work.

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METHOD OF PAYMENT

Internal Services will process invoices for this project on a monthly basis. The amount of such payment shall be based upon certified progress reports and billing covering the work performed and based upon percentage (%) complete. The invoice will be submitted to the

Project Manager, as identified above, or another designee, for approval. In the event that a new service is requested that is not listed in the proposal and included in the contract, the Consultant and the TOEP will negotiate an appropriate price and document the scope and cost of the service on a change order prior to any extra work being done.

AWARD OF CONTRACT

A formal professional services contract will be awarded by the TOEP to the responsive and responsible proposing Consultant whose proposal, conforming to the RFQ and according to the selection factors, will be most advantageous to the TOEP. If chosen, the

Consultant will enter into an agreement with the TOEP via Exhibit 4 - Professional

Services Contract. The executed contract will include a not-to-exceed contract amount.

Invoicing shall be based on the Consultant’s hourly rate schedule provided in the proposal and will not exceed the contract amount without a previously approved change order executed with the TOEP and the Consultant. Prior to signing the contract, the successful

Consultant shall acquire a Town Business License through the Town Clerk’s Office at https://www.colorado.gov/pacific/townofestespark/businesslicensing.

MATERIAL OWNERSHIP

All hard copy and electronic material submitted regarding this RFQ, presentations, reports, analyses, and the final design documents becomes the property of the TOEP and will only be returned to the Consultant at the TOEP’s option. The TOEP has the right to use any or all ideas presented in reply to this RFQ. Disqualification of proposer does not eliminate this right.

https://www.colorado.gov/pacific/townofestespark/businesslicensing

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TERM OF CONTRACT

The term of the contract resulting from this RFQ shall be from the date of the executed contract through contract date or final acceptance of the work. The TOEP will generate the Professional Services Contract in accordance with TOEP policy (Exhibit 4 -

Professional Services Contract). A contract term that is acceptable for both the TOEP and the selected firm would be negotiated upon selection.

III. INSTRUCTIONS TO PROPOSERS

ORGANIZATION OF THE PROPOSAL

Eligibility to submit a proposal begins with the virtual attendance at a mandatory pre-proposal conference to be held at 2:00 PM (MT) July 22, 2025. The proposal shall be organized per the submittal format outlined below. Organization and brevity are appreciated. The sections of the RFQ shall be indexed with a table of contents per the seven (7) sections noted below in the submittal format, for easy reference.

1) Cover Letter: Identify the proposer’s name, mailing address, telephone number and contact person(s). The letter must be signed by the proposer and should be limited to two (2) pages.

2) Project Approach: Based upon the Scope of Services, project data provided in this

RFQ, and available supplemental data, provide a narrative description of the work to be accomplished and the firm’s approach to completing the work. The overview should articulate an understanding of the TOEP's needs. The proposal should include the firm’s preferred project delivery method (DB, DBB, CM/GC, etc..). Although the Town prefers a CM/GC method, we are open to hearing the benefits other options could provide. The overview should describe the proposed work and all applicable requirements and should be limited to seven (7) pages.

3) Key Personnel & Firm Qualifications: Include background experience and education for the primary members of the design team. The firm should demonstrate previous experience in designing Police Department buildings, public safety or other government facilities. The primary contact for the firm should be clearly defined. It is highly desired that the firm’s project manager has relevant experience in architecture;

25 RFQ – Design and Engineering Services | 2025 Estes Park Police Department Building civil engineering; surveying; structural and geotechnical engineering and mechanical;

electrical engineering; and transportation/traffic engineering. The design team should also have experience in community engagement strategies. Identify the specific role and phase of participation anticipated for this project and highlight the unique elements/qualifications provided to the design team. Provide background information including education, professional titles, related qualifications, specific roles in past projects, and relevant experience. This should be limited to ten (10) pages.

4) Schedule & Availability: Provide a representative milestone schedule and demonstrate your firm's ability to meet this schedule. Please confirm in writing that your firm or team has the availability to meet this schedule. This should be limited to one (1) page.

5) Exhibits: Review, complete, sign, and date Exhibits 1, 2, and 3.

6) Experience & References: Provide a list of at least three (3) previous project references of similar scope completed or begun within the last three (3) years.

Include specific information about each project that applies to the experience of your firm relative to this RFQ. Provide a list of references for projects that your firm has completed (and, if applicable, at least one (1) of those projects should be for work that any sub-consultants have performed with your firm, collectively as a team).This should be limited to seven (7) pages.

7) Hourly Rate Fee Schedule: Include the billable cost for each member of the project team. No other pricing should be included with the Proposal submission.

Selection of the preferred firm will be based on qualifications, and interviews if deemed necessary by the project team. Upon selection of the preferred firm or team of firms, the TOEP will work with the selected team(s) to finalize a detailed

Scope of Services and fee. If subsequent fee negotiations are unsuccessful, TOEP reserves the right to negotiate with the next highest-scoring candidate

26 RFQ – Design and Engineering Services | 2025 Estes Park Police Department Building

PROPOSAL SUBMISSION

All proposals must be submitted to the Project Manager by 2:00 PM (MT) on Tuesday, August 12, 2025. Proposals must be submitted through one of the following means:

A. BidNet: Response to the solicitation on Rocky Mountain E-Purchasing System at bidnetdirect.com; or

B. Email to Derek Pastor, Project Manager (dpastor@estes.org), with subject line “Public

Services/Emergency Response Center Design/Engineering Proposal”; or

No hand-delivered or late proposals will not be accepted or considered.

PROPRIETARY INFORMATION

All information included in any proposal that is of a proprietary nature must be clearly marked as such. The TOEP shall be held harmless from any claims arising from the release of proprietary information not clearly designated as such by the proposing firm.

In general, it is not acceptable to the TOEP to mark information other than financial data as proprietary without the written authorization from the Internal Services Director. Failure to adhere to this restriction could result in rejection of the entire proposal. The TOEP has the right to use any or all ideas presented in reply to this RFQ. Disqualification of the proposer does not eliminate this right.

REJECTION OF PROPOSAL

The Town of Estes Park reserves the right to cancel this Request for Proposal; reject any

Proposal, in whole or in part; to modify the Scope of Work to be done as mandated by budgetary requirements; and to waive informalities or irregularities in the Proposals received, when it is in the Town's best interest to do so. The total cost of proposal preparation, submission, and any travel or accommodations resulting from invitation to interview shall be covered by the Offeror.

file://municipal.net/Shares/List%20of%20Depts/Public%20Works/Facilities/00-PROJECT%20FILES/2023%20Projects/PD%20Relocation/bidnetdirect.com

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USE OF SUBCONSULTANTS

The proposing firm shall indicate in the proposal any work intended to be performed by subcontractors or persons outside of their firm (e.g., partnering firms, consultants, etc.).

The Offeror shall name the partner firms, if known, at the time of proposal submittal.

Partners and subcontractors shall be bound to meeting the same quality standards and schedules as the proposing firm. They will also provide the same level of documentation

(insurance & business licenses). See Exhibit 2 – Consultant’s Personnel and

Subconsultant Listing.

DISADVANTAGED BUSINESS ENTERPRISE (DBE)

The TOEP, in accordance with Title VI of the Civil Rights Act of 1964, and Title 49, Code of Federal Regulations (CFR), Department of Transportation (DOT), Part 21, for nondiscrimination in federally-assisted programs, notifies all bidders and proposers that it will affirmatively ensure that, in any contract entered into for this solicitation, disadvantaged business enterprises will be afforded full opportunity to participate in the solicitation process and will not be discriminated against on the grounds of race, color, or national origin. There is no DBE requirement for this project; however, DBE participation is strongly encouraged.

INSURANCE REQUIREMENTS

Insurance Certificates are not required with the proposal but shall be provided by the selected management firm with the signed Professional Services Contract. The TOEP must approve the successful firm’s/firm(s) insurance prior to execution of the agreement by the TOEP Board of Trustees. The successful firm shall also acquire a TOEP Business

License prior to signing the agreement, at their own expense.

PROPOSAL REVIEW, EVALUATION & SELECTION PROCESS

Respondents should submit a comprehensive, but concise, RFQ submittal. Failure of the respondents to provide any information requested in this RFQ may result in disqualification of the submitted proposal.

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Submittal Review: The Review Committee shall evaluate and rank proposal submittals based on alignment with the RFQ requirements,…