Request For Proposal (RFP)
Proposal # ODFPD2021
Outdoor Fitness Area
Plans and Design
Proposals Due: March 5, 2021
Carbon Valley Parks and Recreation District
8350 County Line Rd. 13, Suite 180
Firestone, CO 80504
Table of Contents
Introduction……………………………………………………………………………………………………………………………………3
About the District……………………………………………………………………………………………………………………………3
General Requirements and Information………………………………………………………………………………………….3
General Terms and Conditions………………………………………………………………………………………………………..4
Scope of Services…………………………………………………………………………………………………………………………….4
Quantities and Adjustments… ………………………………………………………………………………………………………..4
Plan and Design Specifications……………………………………………………………………………………………….…….5-6
Furnish and Set in Place Requirements……………………………………………………………………………………………7
Delivery Location…………………………………………………………………………………………………………………………….7
Terms of Engagement……………………………………………………………………………………………………………………..7
Proposal Content………………………………………………………………………………………………………………..……….7-8
District Requirements and Notifications………………………………………………………………………………..…..8-10
RFP Timeline………………………………………………………………………………………………………………………………….10
Additional Attachments Required……………………………………………………………………...…………………………10
Additional Provisions……………………………………………………………………………………………….……………………11
Questions and Requests for Clarification……………………………………………………………………………………….11
Submission of Proposal………………………………………………………………………………………………………..…..11-12
Evaluation of Proposal…………………………………………………………………………………………………………………..12
Final Selection……………………………………………………………………………………………………………………………….13
Exhibit 1, Bid Form………………………………………………………………………………………………………………………..14
Exhibit 2, Reference Authorization and Release Form……………………………………………………………………15
Exhibit 3, Reference Form………………………………………………………………………………………………………….….16
Introduction
Carbon Valley Parks and Recreation District (“CVPRD” or “District”) is requesting proposals as a publicly opened Bid for an Outdoor Fitness Area. Each Bid will be examined promptly after opening, and the results will be announced to all participants.
About the District
CVPRD is a Colorado special district, established in 1983 covering roughly 45 square miles serving a population of 40,000. The District includes the communities of Frederick, Firestone, Dacono and rural areas that surround the Tri-Towns in Colorado. The District operates the Carbon Valley Recreation Center, the Carbon Valley Gymnastics/Senior Center, The Studio, a satellite group fitness center, and maintains multiple parks through intergovernmental agreements. The Carbon Valley Parks and Recreation District strives to increase and enhance recreational opportunities by providing a variety of quality programs, equipment, and activities for the residents of Frederick, Firestone, Dacono and surrounding communities.
The District will administer the proposal process in accordance with the terms and dates outlined in this RFP; however, the District reserves the right to modify the activities, timeline, or any other aspect of the process at any time, at District’s sole discretion. By requesting proposals, the District is in no way obligated to award a contract or pay the expenses incurred in connection with the preparation or submission of a proposal. The award of any contract shall be contingent on the requisite staff and Board of Directors approvals.
General Requirements and Information
For a vendor to be considered, the District must receive one (1) original and five (5) copies of the proposal by 5:00pm (Mountain Time) on Friday, March 5th at the following address:
Submittal Address:
Blaine Shirley
Carbon Valley Parks & Recreation District
8350 CR 13, Unit 180
Firestone, CO 80504
Scope of Work and Process Questions:
Blaine Shirley, Maintenance and Facilities Manager Email: bshirley@cvprd.com
All proposals must be submitted in a sealed package and clearly marked: “Outdoor Fitness Area Bid.” Contractor’s name and address should be clearly marked on the outside of the envelope.
Proposals will not be accepted after the date and time stated above.
There is no express or implied obligation for the District to reimburse responding contractor for any expenses incurred in preparing proposals in response to this request.
General Terms and Conditions
The District reserves the right to reject any or all submittals or portions thereof. The District makes no guarantee of any minimum or maximum number of products/services to be procured; and, reserves the right to award any agreement based upon the source selection criteria identified in this process, rather than the lowest bid. The District reserves the right to make no award under this solicitation, and the right to cancel this request or any portion thereof.
Scope of Services
Overall Scope
The purpose of this Bid process is to secure an agreement for a contractor to provide specific architectural designs of the outdoor fitness area and supporting subcontractors and vendors for overall scope of job. The Bid should include specified demo of the area by removing existing planter and trees, concrete, shrubs, and dirt and haul away all demoed materials. Will include prepping and pouring area for concrete and ensure leveling and proper drainage for new concrete installation. Prepare area and install outdoor synthetic-turf and/or rubber flooring in specified areas designated by CVPRD. Contractor and flooring subcontractor will work with CVPRD and fitness equipment vendor to ensure measurements and placement of outdoor equipment configuration and installed flooring. Outdoor lighting will be installed on outside wall of existing building, and posts that illuminates area. Install weatherproof electrical outlets where existing outlets currently are located on building. Installation of weatherproof canopies to overall protect the area but allow some natural light along with highlighting the CVPRD color scheme. Fencing will be wrought iron material and a minimum of 8 feet and have spike tips to deter illegal entry. To include two gates, one double and one single both with panic bars to secure area by allowing emergency exit and secured entrance. Double gate will house key fob access to be installed later by CVPRD.
Outdoor fitness area will house fitness rig to include accessories and small equipment along with other supporting fitness equipment as listed under Equipment Specifications Group #7 below.
The most up to date and highest quality materials and equipment are imperative to the maintenance, functionality, and safety of our outdoor fitness area. Submitting parties must be able to commit the resources necessary to provide the products in a timely manner.
The contractor chosen will coordinate with subcontractors, vendors, and the District to implement the proposed project schedule. Any specific duties the contractor, subcontractors or vendors will perform for the project shall be identified by and communicated with the District. Proposal should reflect a coordinated approach with District staff and contractor to include weekly meetings to remain updated on project.
Quantities and adjustments
While the quantities stipulated in this proposal will be used by the District and contractors for purposes of determining the plans, designs and material specifications, it is hereby agreed and understood that the District has the right to adjust/reduce the plans, designs and materials ordered in conjunction with this proposal based on budgetary restrictions.
Plans and Design Specifications
Group 1: Demo of outdoor area
DESCRIPTION
SPECIFICATIONS
QUANTITY
MEETS
DOES NOT MEET
COMMENTS
Planter Box DemoRemoval of trees and bushes, all dirt, all cinder block, removed and hauled away. Area must be leveled with existing surrounding concrete.1 area
Group 2: Outdoor area prep
DESCRIPTIONSPECIFICATIONSQUANTITYMEETSDOES NOT MEETCOMMENTS
Prepping ground area for turf, flooring and equipmentOutdoor demoed area is leveled and prepped for new concrete. Install new concrete which must be level with entire existing area and allow for proper drainage.1 area
Group 3: Outdoor Turf and flooring
DESCRIPTIONSPECIFICATIONSQUANTITYMEETSDOES NOT MEETCOMMENTS
Subfloor (if needed), outdoor turf and/or rubber flooringWeather resistant, allows for proper drainage
Minimum 5 year warranty
Group 4: Electrical and lighting
DESCRIPTIONSPECIFICATIONSQUANTITYMEETSDOES NOT MEETCOMMENTS
Outdoor electrical outlet
Install weather resistant outlet. Replace existing outlets.2
LED lightingLights along building. West wall (2), South wall (3) and East wall (1). 2 post lights near North fence. Install timer for lighting.
Note: existing light over back entrance to remain photocell functional.6 LED wall mount lights
2 post mount lights
Group 5: Outdoor Canopies
DESCRIPTIONSPECIFICATIONSQUANTITYMEETSDOES NOT MEETCOMMENTS
Weather resistant CanopiesWeather resistant, all weather, sail style. Colors selected by CVPRD.TBD
Group 6: Outdoor Fence
DESCRIPTIONSPECIFICATIONSQUANTITYMEETSDOES NOT MEETCOMMENTS
Wrought iron fenceEight feet high to include spikes at top of fencing and two gates. One security double gate at NW corner and one single gate at NE corner. Ability to exit gate freely, gate locks on entrance side for security.1 area
Furnish and Set in Place Requirements
The successful contractor shall be required to furnish the material, labor, products and/or equipment identified in these Specifications as well as to set in place or install these materials, products and/or equipment designated by CVPRD. Accordingly, the contractor shall include all costs associated with installation in its proposed unit cost to CVPRD.
Delivery Location
The contractor shall deliver items in conjunction with this solicitation to the Carbon Valley Parks and Recreation District Recreation Center located at 701 5th Street, Frederick, CO 80530 and during the hours of 7:00am – 8:00pm.
Terms of Engagement
It is the intent of the District to make a onetime outdoor fitness area project. Awarded contractor will warranty all work, materials, and labor for a minimum of 3 years. The final selection and award will be made by the Carbon Valley Parks and Recreation District Executive Director.
Proposal Content (Mandatory)
Failure to complete any question or request for information, in whole or in part, or any deliberate attempt by the contractor to mislead the District, may disqualify the contractor.
Cover Letter
Each proposal should have a cover letter on the letterhead of the company or organization submitting the proposal. The cover letter must briefly summarize the vendor's ability to provide the services specified in the RFP. The cover letter shall be signed by a representative who has the legal capacity to enter the organization into a formal contract with Carbon Valley Parks and Recreation District (CVPRD).
Table of Contents
Each proposal must include a table of contents with page numbers for each of the required components of the proposal.
Letter of Transmittal
Contractor shall include a transmittal letter attesting to the accuracy of the proposal signed by a representative authorized to execute binding legal documents on behalf of the vendor. The letter should present the contractor’s understanding of the services requested in this RFP. The name of the person(s) authorized to represent the contractor in any negotiations and the name and title of the person(s) legally authorized to sign any contract that may result should also be included. For each authorized representative, provide mailing addresses, phone and fax numbers and email addresses.
Contractor Background and Qualifications
Provide a narrative on contractor background and qualifications that includes:
- The number of years the contractor has been in the Commercial building industry.
- A chronology of the company’s growth, staff size and ownership structure.
- Describe the seniority, tenure, and background of the senior management team.
- Provide a brief statement of the company’s background demonstrating longevity and financial stability.
- Describe how the company measures customer satisfaction for commercial building projects, customer service and support, and how issues with customer satisfaction are resolved.
Project Understanding and Approach
Each Proposer shall describe their qualifications and commitment to providing the required scope of services and a clear understanding of the work to be performed. Contractor should list and describe any significant issues and concerns that need to be addressed. Other potential issues or risks not included in the “significant” category should be presented, along with any innovative or unique solutions. Include various general and/or specific tasks the contractor views as important for prudent management and sequencing of the tasks required for a successful project.
Cost Proposal
Attach and provide a cost/quote for all project architectural designs, demolition and removal, materials, labor, and equipment installation which encompasses all work listed in Equipment Specifications prior to start to finish of project. The District is not liable for any costs incurred by a proposer in responding to this request, attending an interview, or for any other activity prior to award of the contract to the selected proposer.
Requirements
Provide a clear, concise narrative description of the proposed project specified in each including warranties and maintenance along with assigned Vendor to demonstrate all specifications highlighting equipment functions.
Utilize a copy of the Equipment Specifications and indicate in each group number whether each project phase, fitness equipment and warranties can meet each requirement by marking Yes (Y) or No (N). If a subcontractor or vender is selected for the demonstration phase, the subcontractor or vender will be expected to show how each requirement marked with a “Yes” answer functions.
District Requirements and Notifications
Mandatory Insurance Requirements
As a part of the contract requirements, the contractor shall obtain at its own cost and expense and keep in force and effect during the term of this contract, including all extensions, the minimum coverage limits specified below with a carrier satisfactory to the State. All vendors shall carry comprehensive general liability and all other coverages listed below:
- Comprehensive General Liability
- $1,000,000.00 per person/$3,000,000 per occurrence.
- Product Liability
- $1,000,000.00 per person/$3,000,000 per occurrence.
- Automotive Liability Insurance covering all automotive units used in the work with limits of not less than $100,000 each person and $300,000 each accident as to bodily injury and $25,000 as to property damage to others.
- Forty-five (45) days written notice of cancellation or material change of any policies shall be required.
- Before any work is done hereunder, a certificate of insurance referencing the name and contract number stated herein, shall be filed with the State of Colorado. The certificate holder is as follows:
Carbon Valley Parks and Recreation District
8350 County Line Rd. 13
Suite 180
Firestone, CO 80504
Note: Carbon Valley Parks and Recreation District shall not be named as additional insured.
Public Inspection of Proposals
All documents submitted as part of the contractor’s proposal will be deemed confidential during the evaluation process. Contractor proposals will not be available for review by anyone other than the CVPRD’s Recreation Management team or its designated agents. There shall be no disclosure of any contractor’s information to a competing contractor prior to award of the contract.
Carbon Valley Parks and Recreation District (CVPRD) is a public agency as defined by state law, and as such, it is subject to the Colorado Open Records Act (CORA) and Sunshine Law. Under the law, all CVPRD’s records are public records (unless otherwise declared by law to be confidential) and are subject to inspection and copying by any person. Contractor(s) are advised that once a proposal is received by CVPRD and a decision on contract award is made, its contents will become public record, and nothing contained in the proposal will be deemed to be confidential except proprietary information.
Contractor(s) shall not include any information in their proposal that is proprietary in nature or that they would not want to be released to the public. Proposals must contain sufficient information to be evaluated and a contract written without reference to any proprietary information. If a contractor feels that they cannot submit their proposal without including proprietary information, they must adhere to the following procedure or their proposal may be deemed unresponsive and will not be recommended for selection.
Laws to be Observed
The contractor is presumed to know and shall strictly comply with all Federal, State, or local laws and regulations in any manner affecting the conduct of the work. The vendor shall indemnify and hold harmless the Carbon Valley Parks and Recreation District, and its designees thereof against any claim or liability arising from or based upon the violation of any such laws, ordinances, regulations, orders, or decrees whether by itself, by its employees, or by its subcontractor(s).
Tax Exemption
Material covered by this proposal is exempt from all COLORADO STATE TAXES. Such taxes shall not be included in prices quoted. Any material which is to be incorporated in the work or any equipment required for the work contemplated in the proposal may be consigned to the District. If the shipping papers show clearly that any such material is so consigned, the shipment will be exempt from the tax on the transportation of property. All transportation charges shall be paid by the contractor. Each contractor shall take its exemption into account in calculating its bid for its work.
Required Reporting
One of the primary goals in administering this contract is to keep accurate records regarding its actual value/usage. This information is essential to update the contents of the contract and to establish proper bonding levels if they are required. The integrity of future contracts revolves around our ability to convey accurate and realistic information to all interested contractors. A usage report shall be furnished on the 15th (or next business day after the 15th day) of each month by the successful contractor electronic format detailing the purchasing of all items on this contract. The reports shall be submitted electronically and sent as an attachment to drummel@cvprd.com. Any exception to this mandatory requirement may result in cancellation of the award.
Method of Payment
The District will agree to pay the contractor within thirty (30) days of receipt of the contractor's billing, the amount which is legitimately earned by the contractor, and supported by payroll data and an itemized accounting of reasonable reimbursable direct non-salary costs. A current progress report of the work shall accompany each billing.
RFP Timeline
CVPRD anticipates the following timeline:
Benchmark Due Date
Distribution of RFP February 12, 2021
Deadline for RFP Questions February 26, 2021
Proposals Due March 5, 2021
Interviews with selected contractors March 15-16, 2021
Contract awarded by District March 19, 2021
Project work begins March 29, 2021
.
Additional Attachments Required
Proposal Costs
The District is not liable for any costs incurred by a contractor in responding to this request, attending an interview, or for any other activity prior to award of the contract to the selected contractor.
Right to Select or Reject
The District reserves the right, in its sole discretion, to select the proposal which it determines will best serve the needs of the District, or to reject any and all proposals submitted, and to request additional information on all proposals.
Requirements List
Contractors are required to provide responses to all requirements.
Exhibit Forms
Exhibit 1, Bid Form
Exhibit 2, Reference Authorization and Release Form
Exhibit 3, Reference Form
Additional Provisions
- Either party may terminate the contract at any time by giving no less than thirty (30) days prior written notice of such termination. If services are terminated, the District will pay contractor for all work completed. Nothing herein shall be deemed a limitation upon the District’s right to terminate for cause or otherwise to pursue such legal or equitable rights or remedies which may accrue to the District hereunder.
- The District will make every effort to administer the proposal process in accordance with the terms and dates discussed in this RFP. However, the District reserves the right to modify the proposal process and dates as it deems necessary.
Questions and Requests for Clarification
Questions and requests for clarification concerning this RFP should be made no later than 5:00 PM MST on February 26, 2021. Inquiries regarding architectural design, demolition of area, concrete prep, flooring, electrical and lighting, canopies and fencing should be directed to:
Carbon Valley Parks and Recreation District
ATTN: Blaine Shirley
8350 County Line Rd. 13
Suite 180
Firestone, CO 80504
bshirley@cvprd.com
Submission of Proposal
All proposals must be mailed and/or emailed directly to Dean Rummel and Blaine Shirley to be received no later than 5:00 PM MST on March 5, 2021. Late submissions after the deadline or proposals delivered via fax or email will not be accepted. Submit one (1) electronic copy (PDF is preferred) to drummel@cvprd.com and bshirley@cvprd.com
Number of Copies with Mailing of Proposal
To be considered, all proposals must be submitted in writing and respond to the items outlined in this RFP. The District reserves the right to reject any non-responsive or non-conforming proposals. Each proposal must be submitted with five (5) paper copies.
All properly sealed and marked proposals are to be sent to Carbon Valley Parks and Recreation District received no later than 5:00 PM MST on March 5, 2021. The Proposals may be delivered by Express Delivery (e.g., FedEx, UPS, etc.), US Mail, or by hand to:
Carbon Valley Parks and Recreation District
ATTN: Blaine Shirley
8530 County Line Rd. 13
Suite 180
Firestone, CO 80504
Email: bshirley@cvprd.com
Proposals must be received at the above address no later than 5:00 PM MST on March 5, 2021 Any proposal received after this date shall not be considered and shall be returned unopened. The proposing vendor bears the risk of delays in delivery. The contents of any proposal shall not be disclosed as to be made available to competing entities during the negotiation process. Upon receipt of contractor proposals, each contractor shall be presumed to be thoroughly familiar with all specifications and requirements of this RFP. The failure or omission to examine any form, instrument or document shall in no way relieve contractor from any obligation in respect to this RFP. The District reserves the right to award the proposed contract to multiple contractors if the Executive Director determines that such an award is in the best interest of the District.
Late Proposals
Proposals received after the specified date and time will not be accepted or considered. To guard against premature opening, sealed proposals shall be submitted, plainly marked with the proposal title, contractor name, and time and date of the proposal opening. Evaluation of the proposals is expected to begin shortly after the proposal due date. To document compliance with the deadline, the proposal will be date and time stamped upon receipt.
CVPRD’s Right to Reject Proposals
CVPRD reserves the right to reject any or all proposals in whole or in part, to make multiple awards, partial awards, award by types, item by item, or lump sum total, whichever is determined to be the most advantageous to CVPRD. Contactors submitting proposals may be afforded an opportunity for discussion. Contractors may be requested to provide a best and final offer during the negotiation process. Negotiations may be conducted with responsible contractors who submit proposals found to be reasonably likely to be selected for award. The contents of any proposal shall not be disclosed to be available to competing contractors during the negotiation process.
CVPRD’s Right to Cancel Solicitation
CVPRD reserves the right to cancel this solicitation at any time during the procurement process, for any reason or for no reason. CVPRD makes no commitments expressed or implied, that this process will result in a business transaction with any contractor. This RFP does not constitute an offer by CVPRD. Contractor’s participation in this process may result in CVPRD selecting your organization to engage in further discussions and negotiations toward execution of a contract. The commencement of such negotiations does not, however, signify a commitment by CVPRD to execute a contract nor to continue negotiations. CVPRD may terminate negotiations at any time and for any reason, or for no reason.
Disqualification of Contractors
Any one or more of the following causes may be considered as sufficient for the disqualification of a contractor and the rejection of its proposal or proposals:
- More than one proposal for the same contract from an individual, firm, or corporation under the same or different names.
- Evidence of collusion among contractors.
- Unsatisfactory performance record as evidenced by past experience with CVPRD.
- Any suspension or debarment of the parent company, subsidiary or individual involved with the contractor by federal, any state or any local governments within the last 10 years.
- If the unit prices are obviously unbalanced either in excess or below reasonable cost analysis values.
- If there are any unauthorized additions, interlineations, conditional or alternate bids or irregularities of any kind which may tend to make the proposal incomplete, indefinite, or ambiguous as to its meaning.
Evaluation of Proposal
Proposals will be examined for compliance with all requirements specified in this RFP and those that do not comply will be subject to disqualification without further consideration. In evaluating the proposals and selecting the successful contractor/business, the District will consider the contractor/business’s qualifications and experience, as well as cost. While pricing is important, it should be noted that the lowest cost proposal is not a guarantee of selection for services. Evaluation of the proposals will take into account specialized experience and technical competence, references, size, structure and location and ability to meet the District’s requirements.
Final Selection
The contractor selection process will consist of a solicitation of proposals from all contractors with experience providing the documented services and requirements.
In responding to the RFP, contractors should indicate how their proposal will address and fulfill the stated requirements above, provide a high-level project schedule and timeline, and provide a competitive cost proposal.
EXHIBIT 1
BID FORM
QUOTATION FORM:
*CVPRD reserves the right to increase or decrease the actual quantity at any time of order.
**Unless listed as a separate line item, include freight and/or delivery costs in the process quoted.
Prices firm until____________________________________________________________(date)
Delivery time after receipt of order for project and all materials: __________________________________________________________________________
Delivery time after receipt of order for all fitness equipment:
Clearly state the terms of the warranty offered by the Bidder and/or the Manufacturer:
______________________________________________________________________________
______________________________________________________________________________
Additional warranty, if any, offered by the Bidder:____________________________________
______________________________________________________________________________
Meets specifications as provided: YES___NO___. If no, provide clarification below:
Comments/clarifications:_____________________________________________________________________________________________________________________________________________________________________________________________________________________
Provided all structural requirements and installation documents. YES___ NO___.
If no, provide clarification below:
Comments/clarifications:_______________________________________________________________________________________________________________________________________
By:_______________________________________
Authorized Signature
Title:_____________________________________
Date:_____________________________________
EXHIBIT 2
REFERENCE AUTHORIZATION AND RELEASE FORM
To:
A Corporation
By:_________________________, A Partnership whose address is ____________
(Proposing firm) An Individual ___________________________________________________________________
Proposing firm has submitted a sealed Proposal to the Carbon Valley Parks and Recreation District for Outdoor Fitness Area, Project # ODF2021
Proposing firm hereby authorizes Carbon Valley Parks and Recreation District to perform such investigation of proposing firm as CVPRD deems necessary to establish the qualifications, responsibility, trustworthiness, and financial ability of the proposing form. By its signature hereon, the proposing firm authorizes CVPRD to obtain reference information concerning the proposing firm and releases the party providing such information named above and CVPRD from any and all liability to the proposing firm as a result of any reference information provided.
Proposing firm further authorizes CVPRD to discuss and release any and all information regarding the Proposing firm’s performance on its forthcoming services related to this project or other past projects upon receiving a request for such information. Proposing firm releases CVPRD from any and all liability associated with such a release of information.
Proposing firm further waives any right to receive copies of reference information provided to CVPRD. A copy of facsimile of this executed Reference Authorization and Release Form may be used with the same effectiveness as an original.
By:_______________________________________
Signature
Title:_____________________________________
Date:_____________________________________
EXHIBIT 3
REFERENCE FORM
- Contact Person_______________________________________________
Company Name______________________________________________
Address____________________________________________________
___________________________________________________________
Telephone Number__________________Email_____________________
- Contact Person_______________________________________________
Company Name______________________________________________
Address____________________________________________________
___________________________________________________________
Telephone Number__________________Email_____________________
- Contact Person_______________________________________________
Company Name______________________________________________
Address____________________________________________________
___________________________________________________________
Telephone Number__________________Email_____________________
- Contact Person_______________________________________________
Company Name______________________________________________
Address____________________________________________________
___________________________________________________________
Telephone Number__________________Email_____________________
- Contact Person_______________________________________________
Company Name______________________________________________
Address____________________________________________________
___________________________________________________________
Telephone Number__________________Email_____________________
Statewide