Request for Proposals

The Town of Mt. Crested Butte has the following Requests For Proposals (RFP):

REQUEST FOR QUALIFICATIONS (RFQ) FOR ON-CALL ENGINEERING SERVICES
Proposal Submittal Deadline:  June 19, 2023 at 5:00 pm (Mountain Time Zone)

I.  Project Purpose

The Town of Mt. Crested Butte, Colorado (“Town”) is requesting qualification proposals from qualified professional engineering firms to provide on-call municipal engineering services.  The Town anticipates the RFQ on-call projects under this award to potentially include: 

o    Civil engineering
o    Structural engineering (mechanical, electrical, and plumbing systems)
o    Environmental services
o    Hydraulic/hydrology engineering
o    Surveying
o    Roadway and transportation engineering
o    Site and storm water design
o    Construction Management / Engineering Resident Project Representative (RPR)

The Town has more capital projects currently underway and programmed than existing resources are able to support.  The Town desires to obtain the professional services of a qualified and well-rounded engineering firm with extensive municipal and mountain experience, and available project staff.  

The on-call engineering services will normally center around municipal projects to build, repair, or replace Town infrastructure, including roadways, recreational facilities, utilities, and site developments.  Projects granted under this RFQ award would likely not involve Colorado (CDOT) or Federal funding and procurement requirements.  

Qualifications need to be specific as to what services the firm is/is not able to perform under the RFQ.  The Town prefers to contract with a sole-source firm in which sub-consultants are not dependent.  If utilizing sub-consultants, please be specific about what services the sub-consultant(s) would perform, the names of the sub-consultant(s), and the qualifications of those sub-consultants.  Sub-consultants may not exceed 25 percent of the on-call engineering project effort.

Note:  The Town’s Water and Sanitation Department and Fire District are managed by special districts that are separate from Town Hall administration.

II.  Town Characteristics and Structure

The Town of Mt. Crested Butte, at 9,375 feet in elevation, is within the majestic Elk Mountains in northern Gunnison County.  This uniquely quaint area, with origins in mining, has since developed into a community having diverse recreation and tourism.  The Town was incorporated in 1974 and is 2.05 square miles, with nearly 1,000 year-round residents and 10,000 visitors during the peak seasons.  The Town is a major tourist destination, which includes the Crested Butte Mountain Resort ski area, and continues to see continued growth as the overall population of Gunnison County increases.  

The Town operates under a Council-Manager form of government.  The Town Manager oversees all Town Departments, reporting to the seven-member Town Council that includes the Town Mayor.  Engineering projects are overseen by the Town’s Capital Projects Manager, which coordinates amongst the Community Development, Maintenance, and Parks Departments.  All engineering projects are programmed and budgeted through the Town Finance Department.

III.  Project Duration:

The Town is intending to select one (1) firm under this RFP award to perform engineering services on an ‘on-call’ basis.   The Town intends to issue a two-year on-call term contract, with the option for two-year additional renew(s) at the sole discretion of the Town Council.  The contract period under this RFP award is expected to be executed from approximately July 1, 2023 until June 30, 2025.

IV.  Project Description (Scope of Work):

The RFQ on-call engineering contract will consist of services for projects issued by the Town.  Each Town project involving on-call engineering services will be defined by a Statement of Work (SOW) in order to determine the engineering expertise required to complete the project – within budget, on-time, and to a high degree of quality performance.

The on-call engineering projects may include, but are not limited, to the following: 

1.      Provide staff for on-site evaluations, field visits, and Town meetings.

2.      Provide staff to prepare and/or review a full-range of project engineering, request for information, and bid proposal documentation (preliminary studies, peer review, certifications, project-material procurements, project scheduling and timelines, specifications, materials analysis/testing, energy conservation, record drawings, change orders, cost opinions/estimates, pay requests).

3.     Assist the Town in coordinating and communicating with local, state, and/or federal entities.

4.     Provide construction management and support services. 

5.     Respond to building permits and plan check comments as required by the Town. 

6.     Assist staff with environmental analysis and permitting requirements.

7.     Assist the Town with project grant application(s).

8.     Assist the Town in preparing project bid proposals.

9.     Assist Town staff with project contracting and delivery methods, including design-build.

10.    Assist Town Staff with identifying best management practices and value-engineering. 

11.    Assist Town Staff with managing engineering and survey mapping data.

V.   RFQ Qualification Requirements:

The Firm must have a minimum of five (5) years of engineering experience with similar municipal clients and projects.  Firms with sub-alpine mountain environment experience will be given preference.  The Firm must be in good standing, have a minimum three (3) registered Colorado engineers, and meet the insurance requirements for contracting with the Town of Mt. Crested Butte. 

Any conflicts of interest whether real or perceived by the Firm submitting a proposal should be fully disclosed and explained within the proposal.

VI.  RFQ Submittal Format: 

The RFQP shall be organized and include the information below:

A.     Cover Letter – with authorized signature (1 page)
B.     Firm RFQ Capabilities, Qualifications, and Experience
C.     Staff Qualifications and Experience (Describe Key Individuals and Professional Engineers)
D.     Firm and Staff Availability 
E.     Similar and Relevant Projects/Experience (Provide at Least Three Recent and Similar References)
F.    Firm Cost of Services / Staff Rate Sheet (Burdened Hourly Rate) 
G.    Firm Evidence of Licensure(s) and Insurance 

Proposal Format: 

i.     One (1) electronic proposal file submitted in digital format. 
ii.     Limit of twenty-five (25) single-sided pages (page limit excludes cover letter, dividers, references, and license and insurance evidence)
iii.    Minimum 11-point font

Any costs incurred or expenses associated with the preparation and submittal of the RFQ proposal shall be borne solely by the submitter.  All RFQ proposals upon submittal to the Town, will become a Town record and therefore a public record.

 
VII.  RFQ Proposal Review and Evaluation:

The Town reserves the right to reject any/or all proposals.  Failure of the applicant to provide the minimum RFP prerequisites or any of the information requested in the RFP, may result in the disqualification of the submittal.  Additionally, an applicant who is in the opinion of the Town, not in a position to perform the RFP scope of work or who has previously failed to perform similar projects may also be disqualified. 

The RFP proposal will be evaluated based on the following factors (100 points total):

A.    Firm Capabilities (40 points)  
B.    Staff Qualifications and Availability (30 points)  
C.    Similar Municipal and Mountain Experience (20 points)  
D.   Firm Office / Project Team Location (10 points) 

The Town reserves the right to award the contract on the merits and in the best interests of the Town, as a consideration of RFQ submittals and possible interviews, regardless of score.  The Town reserves the right to select and contract with other consulting engineering firms, at the discretion of the Town, in order to serve the best interest of the Town.  The Town reserves the right to revise the Scope of Work through the contract negotiating process.

VIII.  PROJECT TIMELINES AND CONTACTS:

A.    Project Schedule

Town Project Timeline:

The Town anticipates the following RFQ schedule:

Late submittals will not be accepted. RFQ proposals shall remain in-effect sixty (60) calendar days after the date of the proposal opening.  The Town will provide notice of award within sixty (60) calendar days following the date of the RFQ proposal opening.

 
B.    Proposal Inquiries

Inquiries concerning this RFQ should be directed to:

Town of Mt. Crested Butte
Jeffrey Smith, Capital Projects Manager
Office: (970) 349-6632, Ext 108
Email: jsmith@mtcb.colorado.gov

C.    Proposal Submission

Email submittal of electronic proposal to: toconnell@mtcb.colorado.gov

IX.   Insurance 

The Firm selected shall obtain and maintain, and ensure that each subcontractor shall obtain and maintain, insurance as specified in this section at all times during the term of this Contract.  All insurance policies required by this Contract shall be issued by insurance companies as approved by the State. 

Workers’ Compensation:   Firm shall hold Worker's Compensation Insurance in accordance with Colorado and Federal law which adequately protects all labor employed by Contractor during the term of this Contract and no less than $2,000,000 for Professional Liability Insurance. 

General Liability:   Firm shall hold Comprehensive General Liability Insurance or the equivalent for any injury to one person in any single occurrence in the amount of $2,000,000; and for an injury to two or more persons in any single occurrence, the sum of $4,000,000.
  
Automobile Liability:  Firm shall hold Comprehensive automobile liability insurance on all vehicles used in the Services, in an amount no less than $2,000,000 for any injury to one person in any single occurrence and in an amount no less than $2,000,000 for any injury to two or more persons in any single occurrence.
 
Additional Insured:   The Town shall be named as additional insured on all commercial general liability policies (leases and construction contracts require additional insured coverage for completed operations) required of Contractor and Subcontractors.  

Primacy of Coverage:   Coverage required of Firm and each Subcontractor shall be primary over any insurance or self-insurance program carried by Contractor or the Town.  

Cancellation:   The above insurance policies shall include provisions preventing cancellation or non-renewal, except for cancellation based on nonpayment of premiums, without at least 30 days prior notice to Contractor and Contractor shall forward such notice to the Town in accordance with §14 within seven days of Contractor’s receipt of such notice.  

Subrogation Waiver:   All insurance policies secured or maintained by the Firm (or its Subcontractors) shall include clauses stating that each carrier shall waive all rights of recovery under subrogation or otherwise against Firm or the Town, its agencies, institutions, organizations, officers, agents, employees, and volunteers. 
 

Signage and Wayfinding Project – Phase 1 - This bid has been closed and awarded.
The Town of Mt. Crested Butte is requested bid proposals from qualified firms for the fabrication and installation of 40 wayfinding signs in the Town.  This Project is for Phase 1 of the Mt. Crested Butte Signage and Wayfinding Master Plan (dated March 2023), and includes forty (40) signs, with the Phase 1 sign installations concentrated in the downtown ski base area.  The Phase 1 Project entails the fabrication and installation of four (4) sign types, including:  Auto Directional (AD = 16 Signs), Bus Stop (BS = 13 Signs), Skier Drop-Off Directional (SD = 4 Signs), and Transit Stop - Side Panels (TS = 7 Signs).   
 

Project Schedule - all times are Mountain Standard Time