RFQ-On Call General Contracting Services.pdf

Request for Qualifications

On-Call General Contracting Services for

Projects with a value up to $100,000

Tuesday, October 14, 2025

Derek Pastor, Project Manager

Town of Estes Park

170 MacGregor Ave

Estes Park, CO 80517

E-mail: dpastor@estes.org

Submissions due by 11:00 AM MDT Thursday, November 6, 2025

RFQ – On-Call General Contracting Services for Projects with a value up to $100,000 2

TABLE OF CONTENTS

REQUEST FOR QUALIFICATIONS

INTRODUCTION

PROJECT BACKGROUND / INTENT

PROJECT FUNDING

SUBMISSION SCHEDULE

PROPOSER COMMUNICATION & REQUESTS

PRE-PROPOSAL MEETING

ADDENDA TO RFQ

II. PROJECT OVERVIEW & SCOPE OF SERVICES

PROFESSIONAL SERVICES, TIME AND FEE

METHOD OF PAYMENT

USE OF SUBCONTRACTORS

AWARD OF CONTRACT

MATERIAL OWNERSHIP

TERM OF CONTRACT

III. INSTRUCTIONS TO PROPOSERS

ORGANIZATION OF THE PROPOSAL

PROPOSAL SUBMISSION

PROPRIETARY INFORMATION

REJECTION OF PROPOSAL

USE OF SUBCONTRACTORS

DISADVANTAGED BUSINESS ENTERPRISE (DBE)

INSURANCE REQUIREMENTS

PROPOSAL REVIEW, EVALUATION & SELECTION PROCESS

SELECTION CRITERIA

GENERAL REQUIREMENTS

TOWN REPRESENTATIVES

PROTEST PROCEDURES

EXHIBIT 1 - TOWN OF ESTES PARK - ACCEPTANCE OF CONDITIONS STATEMENT

EXHIBIT 2 - TOWN OF ESTES PARK - PROPOSAL COVER SHEET

EXHIBIT 3 - CONTRACTOR’S PERSONNEL AND SUBCONTRACTOR LISTING

EXHIBIT 4 - TOWN OF ESTES PARK COST PROPOSAL

EXHIBIT 5 – TOWN OF ESTES PARK - REFERENCE AUTHORIZATION AND RELEASE FORM

EXHIBIT 6 - TOWN OF ESTES PARK - CONSTRUCTION CONTRACT (EXAMPLE)

CONSTRUCTION CONTRACT GENERAL CONDITIONS

CONSTRUCTION CONTRACT SPECIAL CONDITIONS

RFQ – On-Call General Contracting Services for Projects with a value up to $100,000 3

REQUEST FOR QUALIFICATIONS

The Town of Estes Park, Colorado, hereinafter “Town”, is accepting proposals for the purposes of establishing a shortlist of on-call general contractors for projects with general contractor services valued up to $100,000 per project in accordance with the terms, conditions, and specifications contained in these documents. No guarantees are made that additional services will be requested.

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

(BidNet) website at www.rockymountainbidsystem.com or on the Town’s website at https://estespark.colorado.gov/RFQ.

The Town of Estes Park, Colorado, will receive sealed Proposals for On-Call General Contracting

Services for Projects with a value up to $100,000 until Thursday, November 6, 2025 at 11:00 AM

MT

Bids may be submitted via one of the following methods:

1. ‘BidNet’: Response to the solicitation on Rocky Mountain E-Purchasing System

(www.rockymountainbidsystem.com); or

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

Hand delivered or late submissions will not be accepted or considered.

The documents are available on www.rockymountainbidsystem.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.

http://www.rockymountainbidsystem.com/ https://estespark.colorado.gov/rfp http://www.rockymountainbidsystem.com/ https://estespark.colorado.gov/rfp

RFQ – On-Call General Contracting Services for Projects with a value up to $100,000 4

INTRODUCTION

PROJECT BACKGROUND / INTENT

The Town of Estes Park (Town/ TOEP) located in Northern Colorado at the base of the Rocky

Mountains in Larimer and Boulder Counties, is seeking to establish a pool of qualified general contractors to provide on-call general contracting services for various construction, renovation, and maintenance projects of a value up to $100,000. These projects may include, but are not limited to, office renovations, facility upgrades, emergency repairs, and other construction-related activities. The intent is to streamline the process of engaging contractors for projects that arise on an as-needed basis, ensuring timely and efficient completion of work, and maximizing progress made on renovations and maintenance of aging facilities.

Information regarding the Town’s facilities can be accessed through its Facilities Master Plan that was completed in 2022.

INTENT

The purpose of this Request for Qualifications is to solicit proposals from experienced and qualified general contractors who can provide comprehensive on-call services. The selected contractors will enter into a construction contract to deliver high quality construction and maintenance services in a cost-effective and timely manner. As such, this RFQ is intended to:

1. Identify and pre-qualify a pool of contractors with proven expertise and reliability in general contracting.

2. Establish clear terms and conditions for the provision of on-call services, including response times, pricing structures, and performance standards.

3. Ensure compliance with all relevant regulations, safety standards, and organizational policies

4. Facilitate efficient project execution by having pre-approved contractors ready to mobilize for various projects as they arise.

https://drive.google.com/file/d/1zdBb0lM6mVQMVLKS-BUCk4z2jXXUg6Dn/view

RFQ – On-Call General Contracting Services for Projects with a value up to $100,000 5

By establishing this pool of on-call generally contractors, the Town aims to enhance its ability to respond to construction and maintenance needs promptly, maximize high standards of high quality and safety, and optimize resource allocation.

The Construction contract provided to the Contractor in response to this RFQ shall prevail for one year from the effective date of the contract, at which time the Town shall have the option to renew the contract for up to four (4) additional one-year periods; provided that the Contractor provided satisfactory performance during the contract period. Continuation of the awarded agreement beyond the initial period will be a mutual decision of the both the Town and

Contractor.

More details are provided in the Scope of Work section.

PROJECT FUNDING

Each project will be funded by Town funds appropriated with either or both the operating and capital budgets, respectively. While no grant funding is currently anticipated, some grant funding may be involved in projects through the term of an On-Call General Contracting construction contract.

SUBMISSION SCHEDULE

The following is the solicitation schedule for Proposers:

Event Start Date End Date Request for Qualifications (RFQ) Available Tuesday, October 14, 2025 Tuesday, October 14, 2025 Pre-Proposal Meeting (1:00 PM MT) Tuesday, October 21, 2025 Tuesday, October 21, 2025 Deadline for Questions (5:00PM MT) Tuesday, October 28, 2025 Tuesday, October 28, 2025 Final Addenda Issued Thursday, October 30, 2025 Thursday, October 30, 2025 Submissions Due (11:00AM MT) Thursday, November 6, 2025 Thursday, November 6, 2025 Proposal Evaluations & Contract Preparation (Notices of Award/Declination) Friday, November 7, 2025 Monday, December 15, 2025 Town Board Approval (tentative) Tuesday, January 13, 2026 Tuesday, January 13, 2026

RFQ – On-Call General Contracting Services for Projects with a value up to $100,000 6

PROPOSER COMMUNICATION & REQUESTS

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

Derek Pastor, Town Project Manager

170 MacGregor Avenue

Estes Park, CO 80517

Phone: 970-577-3957

Email: dpastor@estes.org

Prospective Contractors and their representatives shall not make any contact or communicate with any members of the TOEP, other than, Town Project Manager, regarding any aspect of this RFQ.

At any time during this procurement, up to the time specified in “Submission Schedule,” prospective Contractors 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.

If it should appear to a prospective Contractor 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.

PRE-PROPOSAL MEETING

A pre-proposal meeting will be held to provide potential proposers with an opportunity to gain a comprehensive understanding of the RFQ requirements. The meeting is designed to clarify any ambiguities in the RFQ and to ensure that all bidders have the necessary information to submit a responsive and competitive proposal.

RFQ – On-Call General Contracting Services for Projects with a value up to $100,000 7

DATE: Tuesday, October 21, 2025 at 1:00 PM MT

LOCATION: Virtual

ATTENDANCE: Optional, Highly recommended for all prospective proposers.

Video call link: https://meet.google.com/ujb-riyx-mcc

Or dial: 0494-752-(US) +1 413 PIN: 374 088 426#

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

Contractors to access through BidNet and on the Town’s website. It is the responsibility of prospective Contractors 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.

All comments, questions/answers and clarifications during this pre-bid meeting will be summarized and distributed (via BidNet and the Town website) in the form of an addendum.

Additionally, 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, October 28, 2025. Offerors are reminded that any changes to the Request for

Qualifications will be by written addenda only and nothing stated verbally shall change or qualify in any way any of the provisions in the Request for Qualifications and shall not be binding on the

TOEP.

II. PROJECT OVERVIEW & SCOPE OF SERVICES

The Town of Estes Park is requesting proposals from qualified, licensed professional General

Contractors for the purpose of establishing an on-call shortlist to assist the staff on future facilities, grounds and property projects throughout Estes Park (not including public right-of-way improvements) on an as-needed basis. It is anticipated that the Town will utilize these G e n e r a l mailto:dpastor@estes.org

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Contractor services on projects with a value up to $100,000 per project. All individual projects at or above the value threshold that require Town Board consideration and action will be required to secure Town Board approval.

The Contractor’s services shall include all personnel, labor, materials, overhead, equipment, licenses, permits, all costs (direct and indirect), administrative costs (postage, printing, copying, deliveries), research, recommendations, written documents, inspections, supervision and approval of work as necessary to accomplish assigned projects.

Specific individual project requirements will be outlined by the Town, with a Request for Quotes solicited, authorized and executed pursuant to Construction contract stating the total not to exceed amount and completion date prior to commencement of work. Contractor shall comply with the authorized Quote. Contractor shall complete work according to proposed project timeline and shall provide all deliverables in a timely manner and within the total not to exceed amount stated in the Quote.

Contract Scope:

It is anticipated that the on-call contractor’s scope of work may entail construction in any area including, but not limited to:

General Construction Landscape & Irrigation

Cost Estimating Services Construction Waste Recycling

Competitive Bidding Demolition Services

Interiors & Tenant Finish Fencing and Signage

Doors and Hardware Mechanical/ HVAC

Plumbing Electrical & Equipment

Steel Fabrication/ Erection Carpentry

Masonry Energy Efficiency

Asphalt/ Concrete Work Roofing & Waterproofing

Fire Alarm/ Fire Protection Earthwork & Hauling

Flooring Painting (interior/exterior)

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Contractor shall visit each project site and become familiar with all conditions that may affect the work. Before commencing work, the contractor and the Town facilities management shall inspect the entire project site and prepare an ‘As-Is List’ of any and all defects or inoperative systems.

• At the commencement of work, the project site shall be in structurally sound condition, free from cracks and leaks and all electrical, heating and air conditioning, plumbing systems are operational, except as noted on ‘the As-Is List’.

• Upon completion of work, all then existing defects not recorded upon said ‘list’ shall be repaired, replaced or made operative by the Contractor at his own risk and expense.

• Certain existing systems may be under warranty or critical to the Town’s operations and if damaged by Contractor, shall, unless otherwise directed by the Town, be repaired only by the

Warrantor or the Town at the Contractor’s expense. These types of systems include, but not limited to all utility services (water, electricity, telephone, sewer and media cable), HVAC, roofs, security system, fire alarm system, intercom system, energy monitoring and control system, computer network system and TV/ Cable distribution.

• In the event of damage to any such system, the Contractor shall immediately notify the

Town’s Project-Specific Project Manager .

A written estimate and proposed schedule must be provided with drawings if applicable for approval by appropriate Town personnel before any project begins. Contractor is required to furnish all materials and labor. All work must be performed in accordance with Local and State

Building and Fire Safety codes.

The Contractor agrees to provide the following items for each project and to perform in accordance with the contract conditions of this RFQ:

• All labor, materials, equipment and services required to complete the work.

• All supervision and coordination of each work project.

• Provide an estimate of total project costs as a guaranteed maximum amount prior to commencing work on the project.

o Change orders resulting from unseen/unknown work will be handled separately

RFQ – On-Call General Contracting Services for Projects with a value up to $100,000 10 through written communication detailing the proposed changes, cost estimate and impact to the current schedule. No work is to commence with written approval from the Town (excluding emergency repairs).

• All required insurance and certificates.

• All permits, licenses, inspection fees, etc.

• All administration, financial and safety aspects.

• All samples and shop drawings submitted in a timely manner for approval (when required).

• All work completed by the agreed upon completion date. A construction schedule shall be submitted showing all tasks and durations and completion dates by the date required (Gannt chart or equivalent).

• All required completion close-out documents (e.g. warranties, lien waivers, completion certificates, governing inspection certificates, etc.).

• Coordinate utilities locates prior to performing any work, as needed.

Documents, Licenses & Permits

• Documents: If required for the project, the Contractor will provide a set of As Built

Drawings at the completion of each project.

• Licenses: Contractors must submit with proposal a current State of Colorado General

Contractor’s License and Town of Estes Park Business License. When necessary, the

Contractor must submit with each project quote copies of the current trade license(s) to complete the project work required of the project such as electrical, plumbing, etc.

• Permits. The Contractor shall be responsible for the procurement and payment of all permits required by any and all agencies having jurisdiction over the project.

Work Times. All work on site shall be accomplished during normal business hours, 8:00AM to

5:00PM Monday-Friday, unless otherwise agreed upon with the Town. If access to the building is required at other times, arrangements must be made at least 48 hours in advance with the

Town Representative. It is understood that each awarded project may require some level of expected work beyond “normal business hours”. Overtime and / or weekend work cost will only be considered if the scope of the project cannot be “substantially completed” during normal

RFQ – On-Call General Contracting Services for Projects with a value up to $100,000 11 business hours.

Property Protection. Contractor shall protect all existing furniture, equipment, structures, trees, shrubbery, landscaping and grass from damage. Contractor shall be responsible for satisfactory replacement or repair of any damage that occurs as a result of this contracted work. Contractor shall clean up all work debris and legally dispose of all debris off-site and must “broom clean” at the end of each workday. Accumulation of debris is not permitted. Disposal in a Town dumpster is not permitted.

Safety. Contractor is solely responsible for the safety of all workers, Town personnel and the public during the execution of the work. Extreme caution shall be exercised by all workers to ensure that all possible precautions are taken to prevent injury to Town staff and the public.

Contractor shall not leave ladders, tools, or equipment unattended.

Quality of Work. All work shall be performed in a professional manner. Work must be in compliance with all governing Federal, State, Town, electrical, plumbing, HVAC, and/or fire safety codes. All work requiring licensed trades by code or regulation shall be done only by the employees having such licenses.

Hazardous Material.

• Prior to starting work, contractor shall obtain a statement from the Town regarding the status of any existing hazardous materials known to be present in the areas affected by the work.

The Town will perform necessary abatement to hazardous materials prior to the contractor performing the work in those work areas.

• If the contractor suspects that hazardous materials may exist in areas of work not previously discovered by the Town, the contractor shall cease work immediately in the area of the suspect materials and contract the Town for confirmation testing and if necessary prompt abatement action so as not to hinder the progress of the work. The contractor shall not disturb any suspect materials.

• If the contractor will be using hazardous building materials, contractor shall provide MSDS sheets for each material and the contractor shall provide all necessary cleaning, such as removal of spillage, and remove all irregularities to ensure all hazardous materials will not

RFQ – On-Call General Contracting Services for Projects with a value up to $100,000 12 affect the Town.

Permits and Inspections. Contractor is responsible for furnishing all materials, labor and services for all work in accordance with the contract documents. Obtaining permits are the responsibility of the Contractor for any work in which permits will be required. Inspections, and any corrective measures identified by the inspector, shall be coordinated and performed by the

Contractor. Any inspection of the work by any representative of the Town shall in no way affect these responsibilities and undertakings of the contractor. The failure of any representative of the

Town to discover or bring to the attention of the Contractor for existence of any work obligation of the contractor does not relieve the contractor from fulfilling his/her responsibilities under the contract documents. A contractor’s representative shall attend the final inspection. A walk-through with the appropriate Town personnel must occur and be approved for project completion and acceptance.

Utilities Coordination. Contractor shall engage with all appropriate utility companies and inquire as to all available rebates and incentives available from the utility to reduce the overall cost of any awarded Project. The Contractor and Agency may agree to pursue any available rebates and incentives, and any such rebates or incentives are to be credited back to the Town with monthly billing. In addition, in the event that State and/or Federal regulations create tax benefits and/or other similar incentives, the Contractor and Agency may agree to pursue any available incentives and negotiate the percentage of share for each party for any tax benefits and/or other similar incentives.

Project-by-Project Requests for Quotes. Requests for Quotes (formal or informal) may be issued on a project-by-project basis. Projects may vary in scope and magnitude. Services shall be provided efficiently and in a timely fashion. For any Request for Quote submitted to the

Contractor by the Town for pricing, the Contractor agrees to review and, in good faith, submit comprehensive, detailed pricing for each Request within fourteen (14) consecutive calendar days of the issuance of such Request. Contractor agrees that all bid prices shall be valid for

60 days from the date of Town receipt of the bid. The Town reserves the right to request a complete breakdown of material (by item, price, and quote mark-up) and labor costs (by position, hours and quoted rate) if the contractor’s not to exceed price is at 15% variance with

RFQ – On-Call General Contracting Services for Projects with a value up to $100,000 13 the Town’s estimate for the work (Town will not disclose project budgets or estimates).

Service Requirements

• Upon issuance of any Request for Quote by the Town to the Contractor, Contractor agrees to submit comprehensive, detailed pricing to the Town along with a proposed timeline for development of the specified project within fourteen (14) consecutive calendar days of the issuance of such Request. Failing that, Contractor’s opportunity to bid on the specific request for quote may be forfeited.

• If the Town accepts Contractor’s proposal for services on any specific project, it shall issue a Purchase Order as notice to proceed.

• Upon receipt of such Purchase Order, Contractor shall procure and provide required performance bond as applicable to the project.

• Contractor shall supply all labor, vehicles, equipment and materials necessary to meet the needs of the Town as indicated in this solicitation.

• Communications by and with the Contractor's subcontractors shall be through the

Contractor, including those communications with General Contractor or other project contractors. Contractor shall maintain full communication with the Town’s Project

Manager or other designated representatives to ensure that it is fully advised of any issues, questions, concerns and modifications.

PROFESSIONAL SERVICES, TIME AND FEE

Following selection of a Contractor based on qualifications, fee proposal/negotiations, experience, interviews of top selected firms and other factors, the TOEP will enter into a contract agreement for services. Payments shall not exceed the total contracted value. Subcontracting is allowed and shall be line item detailed (See Exhibit 3 - Contractor’s Personnel and Subcontractor Listing), and an estimated value identified for fee proposal and initial contract purposes, with final scope and fee approved prior to commencing any work.

METHOD OF PAYMENT

The Town will process invoices for individual projects monthly. 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 TOEP representative, as

RFQ – On-Call General Contracting Services for Projects with a value up to $100,000 14 identified for each project, or another designee, for approval. If a new service is requested that is not listed in the proposal and included in the contract, the Contractor 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.

USE OF SUBCONTRACTORS

The proposing Contractor shall indicate in the proposal any work intended to be performed by subcontractors or persons outside of their firm. The Contractor shall name the subcontractors, if known at the time of proposal submittal. Subcontractors shall be bound to meet the same quality standards and schedules. They will also provide the same level of documentation as described in

Instructions to Proposers below.

AWARD OF CONTRACT

A formal contract will be awarded to the responsive and responsible proposing Contractors whose proposal, conforming to the RFQ and according to the selection factors, will be most advantageous to the TOEP. If chosen, the Contractors will enter into an agreement with the

TOEP via Exhibit 6 - Construction Contract. Invoicing shall be based on the Contractor’s hourly rate schedule provided in the proposal, equipment/materials costs, and will not exceed the contract amount without a previously approved change order executed with the TOEP and the

Contractor. The successful Contractor shall acquire a Town Business License prior to signing the contract. A Town Business License can be obtained through the Town Clerk’s Office at https://www.colorado.gov/pacific/townofestespark/businesslicensing.

MATERIAL OWNERSHIP

All material submitted regarding this RFQ becomes the property of the TOEP and will only be returned to the Contractor 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.

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 Construction

Contract in accordance with TOEP policy (Exhibit 6 - Construction Contract). A contract term that is acceptable for both the TOEP and selected firm would be negotiated upon selection.

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

RFQ – On-Call General Contracting Services for Projects with a value up to $100,000 15

III. INSTRUCTIONS TO PROPOSERS

ORGANIZATION OF THE PROPOSAL

Organization and brevity are appreciated. The sections of the RFQ shall be indexed per the sections noted below in the submittal format for easy reference.

1) Proposal Cover Sheet: Submit completed Proposal Cover Sheet (Exhibit 1 – Acceptance of

Conditions Statement) and Exhibit 2 – Town of Estes Park Proposal Cover Sheet.

2) Technical Approach (20 Points): Based on the scope of services requested, additional information and any supplemental data, provide a narrative of the firm’s approach to completing a project. Describe the procedures and methods that will achieve the required outcome of a project. Include a listing of the Town’s responsibilities and the Proposer’s responsibilities required. The overview should articulate an understanding of the TOEP's needs and should describe the proposed work and all applicable requirements and should be limited to two (2) pages.

3) Project Management (20 Points): Describe how each project assigned will be organized and managed. Describe the progress reporting procedures and communication strategies for assigned projects. Include the approach to using in-house resources vs sub-contractors.

Response should be limited to one (1) page.

4) Project Staffing (15 Points): Identify the individuals who will be part of the team. Provide detailed experiences, certifications, and years of service for team members who will be directly working on assigned projects during the contract term. Submit completed (Exhibit 3

– Contractor’s Personnel and Subcontractor Listing). Response should be limited to three (3) pages.

5) Organizational Qualifications (20 Points): Describe the firm’s experience, capabilities and other qualifications. Include the number of years the firm has operated under the current company name; and disclose if the firm has ever been debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency

RFQ – On-Call General Contracting Services for Projects with a value up to $100,000 16 from doing business with the Federal Government. The information provided in Exhibit 4 –

Town of Estes Park Cost Proposal will be used as a data point when determining the overall value of the proposal and firm.

6) Similar Project/ Services Background and Experience (20 Points): Please provide a list of at least three (3) previous project references 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. If applicable, at least one (1) of those projects should be for work that any sub-contractors have performed with your firm, collectively as a team. This should be limited to five (5) pages. Projects with governmental agencies preferred.

7) Exhibits: Review, complete, sign and date the following attachments:

a. Exhibit 1 – Town of Estes Park Acceptance of Conditions Statement

b. Exhibit 2 – Town of Estes Park Proposal Cover Sheet

c. Exhibit 3 – Contractor’s Personnel and Subcontractor Listing

d. Exhibit 4 – Town of Estes Park Cost Proposal

e. Exhibit 5 – Town of Estes Park Reference Authorization and Release Form

Selection of the preferred firm will be based on qualifications (See Selections Criteria Matrix below), value, previous experience, and interviews (if deemed necessary by the project team).

Upon selection of the preferred firms, the TOEP will work with the selected teams 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 candidates.

PROPOSAL SUBMISSION

All proposals must be submitted to the Project Manager by 11:00 AM MT Thursday, November

6, 2025. Proposals must be submitted through one of the following means:

A. ‘BidNet’: Response to the solicitation on Rocky Mountain E-Purchasing System

(www.rockymountainbidsystem.com); or

B. Email to Derek Pastor, Project Manager (pfetherston@estes.org)

HAND DELIVERED PROPOSALS AND LATE PROPOSALS WILL NOT BE

ACCEPTED OR CONSIDERED.

RFQ – On-Call General Contracting Services for Projects with a value up to $100,000 17

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 Town. 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.

USE OF SUBCONTRACTORS

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, contractors, 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).

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.

RFQ – On-Call General Contracting Services for Projects with a value up to $100,000 18

INSURANCE REQUIREMENTS

Insurance Certificates are not required with the proposal but shall be provided by the selected contractor with the signed Construction 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.

Submittal Review: The Review Committee shall evaluate and rank proposal submittals based on alignment with the RFQ requirements, Submittal Format, and Review Criteria. Interviews may be scheduled at TOEP discretion; however, TOEP reserves the right to select a firm based on the proposals only.

Interview of Finalists: At the TOEP’s option, the field will be narrowed to the top responsive proposers and they will be invited to interview with the review committee, in a to-be-defined format. The finalists will have approximately one (1) week to prepare their presentation for the committee.

Disclaimer: Any Construction Contracts subject to the review and approval of the TOEP Board of Trustees.

RFQ – On-Call General Contracting Services for Projects with a value up to $100,000 19

SELECTION CRITERIA

The objective of the Evaluation and Selection Committee will be to evaluate proposals against the criteria set forth here-in:

Selection Criteria Point Value

Technical Approach 20 Points

Project Management 20 Points

Project Staffing 15 Points

Organizational Qualifications 20 Points

Similar Project/ Services Background and Experience 20 Points

Completeness of Submission (all required documents submitted) 5 Points

Total Possible Points 100 Points

Based on the point system, the firms will be ranked in order of their perceived ability to perform the work. The top firms MAY be interviewed and, after interviews, points may be recomputed.

GENERAL REQUIREMENTS

The successful firm shall:

• Have experience in the general contracting services requested in this RFQ.

• Enter into a contract with the TOEP to provide general contracting services.

• Provide proof of and maintain insurance coverage for the duration of the contract period as outlined in the TOEP’s Construction Contract.

• Operate as an independent contractor and will not be considered employee(s) of TOEP.

• Be paid on actual invoices as work is completed.

• Secure and maintain a Town business license to perform work within Town limits for duration of contract.

TOWN REPRESENTATIVES

The TOEP’s representative for this RFQ will be Derek Pastor, Project Manager, of the Internal

Services Department. All progress meetings, project review, field meetings, day-to-day work, and project-related contact will be coordinated through the project-specific Project Manager.

RFQ – On-Call General Contracting Services for Projects with a value up to $100,000 20

PROTEST PROCEDURES

Any person adversely affected by this solicitation shall file with the Town Clerk, Town of Estes

Park, P.O. Box 1200, Estes Park, CO 80517 a Notice of Protest, in writing, at least five (5) calendar days prior to the date on which proposals are to be received. Protests will be considered and responded to in writing prior to the proposal due date of Thursday, November 6, 2025. If the protest is sustained, the proposal due date may be delayed, and an addendum issued to modify the due date or cancel the solicitation. If the protest is denied, the proposal due date is upheld, and submissions will be required as originally scheduled.

Any person adversely affected by a decision in connection with this solicitation shall file a

Formal Written Protest, in writing, within five (5) calendar days of receipt of the decision with the TOEP Project Manager.

The formal written protest shall state with particularity the facts and law upon which the protest is based.

Protesters may not challenge the evaluation criteria or the relative weight of the evaluation criteria or the formula for making an award determination.

Upon receipt of a formal written protest that has been filed in a timely manner, the Project

Manager shall stop the proposal solicitation process or the award process until the subject of the protest is resolved by mutual agreement or by final action of the TOEP Board of Trustees.

The Project Manager shall provide an opportunity to resolve the protest by mutual agreement between the parties within seven (7) working days of receipt of a formal written protest. If the protest is not resolved by mutual agreement within seven (7) working days, the Project Manager and/or the protestor shall refer the protest to: Town Administrator, Town of Estes Park, P.O. Box

1200, Estes Park, CO 80517.

The TOEP Board of Trustees will review the protest and the Project Manager’s decision, and either concur or reverse the decision at the next possible regular meeting of the Town Board.

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Document Accessibility Compliance Requirement

In accordance with State of Colorado law (House Bill 21-1110 and Senate Bill 23-244), all vendors submitting proposals in response to this Request for Proposals (RFP) must ensure that any documents submitted as part of the proposal process, and any deliverables provided under any resulting contract, are fully compliant with the State of Colorado’s Technology Accessibility

Standards.

TOWN OF ESTES PARK

Derek Pastor, Project Manager

970-577-3957 dpastor@estes.org

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EXHIBIT 1 - TOWN OF ESTES PARK - ACCEPTANCE OF CONDITIONS

STATEMENT

No employee, elected or appointed official of the Town of Estes Park, or any such person’s spouse or dependent child has an existing or pending, direct or indirect, financial, ownership or personal interest in the proposing firm of this Request for Proposal, except as follows:

I/we hereby agree to all instructions, terms and conditions, and specifications contained herein.

I/we acknowledge receipt of the following Addenda:

Proposing Firm

Address

Telephone

Submitted By – Signature

Submitted By – Printed Name

Submitted By – Title

ATTESTATION:

DATE

ATTEST – Signature

ATTEST – Printed Name

RFQ – On-Call General Contracting Services for Projects with a value up to $100,000 23

EXHIBIT 2 - TOWN OF ESTES PARK - PROPOSAL COVER SHEET

NOTE: Read all instructions, conditions and specifications in detail before completing this Request for Proposal.

Please complete and include this cover sheet with your technical proposal.

Company Name

Federal Tax ID#

Complete Primary Address

Mailing Address (if different)

Contact Person Name and Title

Telephone Number

Email Address

Company Website Address

Type of Organization

Authorized Representative Signature(s)

Title(s)

Type or Print Name(s)

Date

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EXHIBIT 3 - CONTRACTOR’S PERSONNEL AND SUBCONTRACTOR

LISTING

NAME ROLE

Add rows as needed.

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EXHIBIT 4 - TOWN OF ESTES PARK COST PROPOSAL

ON-CALL GENERAL CONTRACTING SERVICES FOR PROJECTS

WITH A VALUE UP TO $100,000

Proposer: Please complete the attached pages of the Cost Proposal Form, and return them with this cover page.

By signing this page, Responder acknowledges that he/ she has carefully examined and fully understands the Contract, Scope of Work, and other attached documents, and hereby agrees that if his/ her proposal is accepted, he/ she will contact with the Town of Estes Park according to the

Request for Proposal documents.

Please provide the following information:

Name of Firm

Address

Contact Person Submitting Proposal

Title of Contact Person

Telephone Number

Email Address

Signature of Contact Person

Title of Contact Person

Percent

Average General Contractor mark-up on all labor and materials

RFQ – On-Call General Contracting Services for Projects with a value up to $100,000 26

EXHIBIT 5 – TOWN OF ESTES PARK - REFERENCE AUTHORIZATION

AND RELEASE FORM

TO: Derek Pastor, Town of Estes Park Project Manager

BY (Proposer):

A Corporation

A Partnership whose address is

An Individual

Proposer hereby authorizes Town to perform such investigation of proposer as the Town deems necessary to establish the qualifications, responsibility and financial ability of proposer. By its signature hereon, proposer authorizes owner to obtain reference information concerning proposer and releases the party providing such information named above and the Town from any and all liability to proposer as a result of any such reference information provided.

Proposer further waives any right to receive copies of reference information provided to the Town.

An executed copy of this Reference Authorization and Release Form may be used with the same effectiveness as an original.

By – Signature

By – Printed Name

By – Title

RFQ – On-Call General Contracting Services for Projects with a value up to $100,000 27

EXHIBIT 6 - TOWN OF ESTES PARK - CONSTRUCTION CONTRACT

(EXAMPLE)

CONSTRUCTION CONTRACT

ON-CALL GENERAL CONTRACTING SERVICES

THIS CONTRACT is made at the Town of Estes Park, Colorado, by and between the Town of Estes Park, Colorado

(Town), a municipal corporation, and (Contractor), a , whose address is .

In consideration of these mutual covenants and conditions, the Town and Contractor agree as follows:

SCOPE OF WORK. The Contractor shall execute the entire Work described in the Contract Documents.

CONTRACT DOCUMENTS. The Contract incorporates the following Contract Documents. In resolving inconsistencies among two or more of the Contract Documents, precedence will be given in the same order as enumerated.

LIST OF CONTRACT DOCUMENTS.

The Contract Documents, except for Modifications and Change Orders issued after execution of this Agreement, are:

1. Change Orders;

2. Construction Contract;

3. The following addenda, if any:

i. Number Date Page(s)

4. The following Special Conditions of the Contract:

i. Document Title Page(s)

5. General Conditions;

6. The following Technical Specifications:

i. Document Title Page(s)

7. The following Drawings:

i. Number Title Date

8. Notice to Proceed;

9. Notice of Award;

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10. Invitation to Bid

11. Bid Bond;

12. Bid Proposal;

13. Instructions to Bidders;

14. Performance Bond and Payment Bond;

15. Insurance Certificates;

16. Construction Progress Schedule; and

17. Any other documents listed as Contract Documents in the General Conditions.

CONTRACT PRICE. The Town shall pay the Contractor for performing the Work and the completion of the

Project according to the Contract, subject to change orders as approved in writing by the Town, under the guidelines in the General Conditions. The Town will pay the base sum of [Type amount of contract price, then press f11 to proceed] DOLLARS (Contract Price), to the Contractor, subject to full and satisfactory performance of the terms and conditions of the Contract. The Town has appropriated sufficient money for this work.

COMPLETION OF WORK. The Contractor must begin work covered by the Contract within 14 work days, and must complete work:

[Select one]

___ within [number of calendar days to complete work]calendar days from and including the date of Notice to Proceed, according to the General Conditions.

___ by [date].

___ as described in the Special Conditions.

LIQUIDATED DAMAGES. If the Contractor fails to substantially complete the Work within the time period described above, or within such other construction time if modified by a change order, the Town may permit the

Contractor to proceed, and in such case, may deduct the sum of $500.00 for each calendar day that the Work shall remain uncompleted from monies due or that may become due the Contractor. This sum is not a penalty but is the cost of field and office engineering, inspecting, interest on financing and liquidated damages.

The parties agree that, under all of the circumstances, the daily basis and the amount set for liquidated damages is a reasonable and equitable estimate of all the Town's actual damages for delay. The Town expends additional personnel effort in administrating the Contract or portions of it that are not completed on time, and such efforts and the costs thereof are impossible to accurately compute. In addition, some, if not all, citizens of Estes Park incur personal inconvenience and lose confidence in their government as a result of public projects or parts of them not

RFQ – On-Call General Contracting Services for Projects with a value up to $100,000 29 being completed on time, and the impact and damages, certainly serious in monetary as well as other terms are impossible to measure.

SERVICE OF NOTICES. Notices to the Town are given if sent by registered or certified mail, postage prepaid, to the following address:

TOWN OF ESTES PARK

[Department or Division]

Street

Estes Park, CO 80517

INSURANCE PROVISIONS. The Contractor must not begin any work until the Contractor obtains, at the

Contractor's own expense, all required insurance as specified in the General Conditions. Such insurance must have the approval of the Town of Estes Park as to limits, form and amount.

RESPONSIBILITY FOR DAMAGE CLAIMS. The Contractor shall indemnify, save harmless, and defend the

Town, its officers and employees, from and in all suits, actions or claims of any character brought because of: any injuries or damage received or sustained by any person, persons or property because of operations for the Town under the Contract; the Contractor's failure to comply with the provisions of the Contract; the Contractor's neglect of materials while constructing the Work; because of any act or omission, neglect or misconduct of the Contractor;

because of any claims or amounts recovered from any infringements of patent, trademark, or copyright, unless the design, device, materials or process involved are specifically required by Contract; from any claims or amount arising or recovered under the "Workers' Compensation Act," by reason of the Contractor's failure to comply with the act; pollution or environmental liability; or any failure of the Contractor to comply with any other law, ordinance, order or decree. The Town may retain so much of the money due the Contractor under the Contract, as the Town considers necessary for such purpose, for the Town's use. If no money is due, the Contractor's Surety may be held until such suits, actions, claims for injuries or damages have been settled. Money due the Contractor will not be withheld when the Contractor produces satisfactory evidence that the Contractor and the Town are adequately protected by public liability and property damage insurance.

The Contractor also agrees to pay the Town all expenses incurred to enforce this "Responsibility for Damage Claim" agreement and if the Contractor's insurer fails to provide or pay for the defense of the Town of Estes Park, its officers and employees, as additional insureds, the Contractor agrees to pay for the cost of that defense.

Nothing in the INSURANCE PROVISIONS of the General Conditions shall limit the Contractor's responsibility for payment of claims, liabilities, damages, fines, penalties, and costs resulting from its performance or nonperformance under the Contract.

RFQ – On-Call General Contracting Services for Projects with a value up to $100,000 30

STATUS OF CONTRACTOR. The Contractor is performing all work under the Contract as an independent contractor and not as an agent or employee of the Town. No employee or official of the Town will supervise the

Contractor nor will the Contractor exercise supervision over any employee or official of the Town. The Contractor shall not represent that it is an employee or agent of the Town in any capacity. The Contractor and its employees are not entitled to Workers' Compensation benefits from the Town and are obligated to pay federal and state income tax on money earned pursuant to the Contract. This is not an exclusive contract.

THIRD-PARTY BENEFICIARIES. None of the terms or conditions in the Contract shall give or allow any claim, benefit, or right of action by any third person not a party to the Contract. Any person except the Town or the

Contractor receiving services or benefits under the Contract shall be only an incidental beneficiary.

INTEGRATION. The Contract is an integration of the entire understanding of the parties with respect to the matters set forth in it, and supersedes prior negotiations, written or oral representations and agreements.

DEFINITIONS. The Definitions in the General Conditions apply to the entire Contract unless modified within a

Contract Document.

EXECUTED this _____ day of _____________, [Type year, then press f11 to proceed].

(Signature pages to follow.)

RFQ –…