TOWN OF JAMESTOWN
JAMESTOWN, COLORADO
REQUEST FOR PROPOSALS
RFP NO. James.011
Engineering Services for
Water System Upgrades
SUBMIT TO
TOWN OF JAMESTOWN
TOWN HALL
PO BOX 298
118 MAIN STREET
JAMESTOWN, CO 80455
SUBMITTAL DUE DATE
Thursday April 2, 2015
10:00 a.m.
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REQUEST FOR PROPOSAL
The Town of Jamestown is seeking proposals from qualified vendors for the design of upgrades to the
portions of the water distribution system and the water treatment plant (WTP). Specifications and a
sample contract are attached.
The Town of Jamestown Water Committee (Town Water Committee), in conjunction with the Town
Board will be reviewing the submitted responses to this Request for Proposals and awarding to the
responsible proposer whose submittal, conforming to the Request for Proposals, will be most
advantageous to the Town of Jamestown, price and other factors considered.
Written Inquiries
All inquiries regarding this RFP shall be submitted to the Town at [email protected] on or
before 4:00 p.m. March 19, 2015. A response from the Town to all inquiries shall be sent via email on or
before 2:00 p.m. March 23, 2015.
Submittal Instructions
Submittals are due at the Town Clerk’s Office, or the email box listed below, for time and date recording
on or before 10:00 a.m. Mountain Time on Thursday, April 2, 2015.
Your response can be submitted in the following ways. Please use the Delivery Receipt option to
verify receipt of your email.
E-Mail [email protected] identified as RFP James.011 Water System Upgrades in the
subject line.
-ORUS Mail
Six (6) copies of your submittal in a sealed envelope, clearly marked as RFP # James.011
Water System Upgrades, to the Jamestown Town Clerk’s Office, located in the Jamestown
Town Hall at 118 Main Street, Jamestown, CO 80455. Please allow at least 2 working days
for delivery of USPS Priority and Express Mail and send to PO Box 298 Jamestown, CO
80455.
All responses to this Request for Proposals must be received and time and date recorded by authorized
Town staff by the above due date and time. Sole responsibility rests with the Proposer to see that their
RFP response is received on time at the stated location(s). Any responses received after due date and
time may be returned to the Proposer.
The Town of Jamestown reserve the right to reject any and all proposals, to waive any informalities or
irregularities therein, and to accept the proposal in whole, or portions of the proposal that, in the opinion
of the Town Water Committee or the Jamestown Board of Trustees, is in the best interest of the Town of
Jamestown, State of Colorado.
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Americans with Disabilities Act (ADA): If you need special services provided for under the
Americans with Disabilities Act, contact the Jamestown Town Clerk at 303-449-1806 at least 48 hours
before the scheduled event.
MANDATORY PRE-PROPOSAL MEETING AND SITE VISIT: A mandatory Pre-Proposal Meeting will be
held onsite on Monday, March 16, 2015 at 1:00 pm MDT. Interested parties will meet at the Jamestown Town
Hall at 118 Main St., Jamestown, CO 80455. Project locations throughout the Town, including the water treatment
plant site and the storage tank sites, will be visited at that time.
Please arrive promptly! All proposers must have an employee of their firm sign-in and attend the mandatory preproposal walk through meeting. Failure to do so may deem your proposal non-responsive.
Personal Protective Equipment (PPE): For your safety, attendees shall bring and wear hard hats, safety vests, and
closed-toed shoes, for use at the water treatment plant where construction is underway.
Project Schedule
Day$
Date$
Time$
Monday'
March'9,'2015'
10:00'AM'
Advertise'RFP'
Monday'
March'16,'2015'
1:00'PM'
Mandatory'pre=proposal'site'visit'
Thursday'
March'19,'2015'
4:00'PM'
Submit'written'questions'
Monday'
March'23,'2015'
2:00'PM'
Responses'posted'
Thursday'
April'2,'2015'
10:00'AM'
Proposals'due'in'Jamestown''
Monday'
April'6,'2015'
6:00'PM'
Jamestown'Board'meeting'for'Consultant'Selection'
Tuesday'
April'7,'2015'
COB'
Tuesday'
April'14,'2015'
2:00'PM'
Meeting'to'review'design'to'budget'
Tuesday'
April'21,'2015'
2:00'PM'
Meeting'to'review'design'criteria'
Tuesday''
May'12,'2015'
2:00'PM'
Meeting'to'review'60%'design'
Thursday'
May'28,'2015'
2:00'PM'
Meeting'to'review'90%'design'
Monday'
June'15,'2015'
10:00'AM'
Advertise'ITB'
Friday'
June'19,'2015'
2:00'PM'
Mandatory'pre=bid'site'visit'
Thursday'
June'25,'2015'
4:00'PM'
Submit'written'questions'
Monday'
June'29,'2015'
2:00'PM'
Responses'posted'
Thursday'
July'9,'2015'
2:00'PM'
Bids'due'in'Jamestown'
Monday'
July'13,'2015'
6:00'PM'
Jamestown'Board'meeting'for'Contractor'Selection'
Tuesday'
July'14,'2015'
COB'
Issue'Notice'of'Award''
Tuesday'
July'21,'2015'
2:00'PM'
Issue'Notice'to'Proceed'
Tuesday'
August'18,'2015'
COB'
Substantial'completion'Mesa'St.''
September'30,'2015'
COB'
Substantial'completion'entire'project'
Wednesday'
Description$
Issue'Notice'of'Award'and'Notice'to'Proceed'
3
Terms and Conditions
1. Proposers are expected to examine the available drawings, specifications, schedule of delivery, and
all instructions. Failure to do so will be at the proposer’s risk.
2. Each proposer shall furnish the information required in the proposal.
3. The Contract/Purchase Order will be awarded to that responsible proposer whose submittal,
conforming to the Request for Proposals, will be most advantageous to the Town of Jamestown,
price and other factors considered.
4. The Jamestown Board of Trustees and the Jamestown Water Committee reserve the right to reject
any and all proposals, to waive any informalities or irregularities therein, and to accept the proposal
in whole, or portions of the proposal that, in the opinion of the Board and the Water Committee, is
in the best interest of the Town of Jamestown, State of Colorado.
5. No submittal shall be withdrawn for a period of sixty (60) days subsequent to the opening of RFPs
without the consent of the Town of Jamestown Board of Trustees, Jamestown Water Committee or
delegated representative.
6. A contract furnished to the successful proposer results in a binding contract without further action
by either party.
7. Late or unsigned RFPs will not be accepted or considered. It is the responsibility of proposers to
insure that the RFP arrives in the office of the Jamestown Town Clerk prior to the time indicated in
the “Request for Proposal.”
8. The proposed price shall be exclusive of any Federal or State taxes from which the Town of
Jamestown is exempt by law.
9. Any interpretation, correction or change of the RFP documents will be made by Addendum.
Interpretations, corrections and changes of the RFP documents made in any other manner will not
be binding, and proposer shall not rely upon such interpretations, corrections and changes. The
Town’s Representative will not be responsible for oral clarification.
10. Confidential/Proprietary Information: RFPs submitted in response to this “Request for Proposal”
and any resulting contract are subject to the provisions of the Colorado Public (Open) Records Act,
24-72-201 et.seq., C.R.S., as amended. Any restrictions on the use or inspection of material
contained within the proposal and any resulting contract shall be clearly stated in the RFP itself.
Confidential/proprietary information must be readily identified, marked and separated/packaged
from the rest of the proposal. Co-mingling of confidential/proprietary and other information is
NOT acceptable. Neither a proposal, in its entirety, nor proposed price information will be
considered confidential/proprietary. Any information that will be included in any resulting
contract cannot be considered confidential.
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SPECIFICATIONS
RFP # James.011
Engineering Services for Upgrades to the Water System
The Town of Jamestown’s (Town) water system is in the final stages of the reconstruction efforts
that were initiated following the September 2013 flood, and by issuance of this Request for
Proposals (RFP) is beginning the Water System Upgrades project. The schedule for the design of
the water system upgrades is nine (9) weeks from award. Critical milestones for the upgrade
project are Notice of Award and Notice to Proceed on April 7, 2015, final bid documents
completed and submitted to the Town on or before June 9, 2015, bid advertisement on or before
June 15, 2015, substantial completion on or before August 18, 2015 for the Mesa St. Water
Distribution System upgrades, and on or before September 30, 2015 for the entire project.
The Town of Jamestown is seeking proposals from Professional Engineering firms with
demonstrated experience in the design, construction and retrofitting of municipal water
distribution systems, the design construction and retrofitting of municipal water treatment plans,
delivering projects on time and on budget, and managing the design to meet a specified
construction cost estimate. By means of this RFP, the Town is seeking a qualified professional
engineering consulting firm to design and prepare construction plans and bid documents, with all
necessary documentation for project permitting on the federal, state and local levels for permanent
upgrades to the water distribution system and WTP. Services will include all those required for
engineering design, including relevant permitting, surveying, geotechnical investigation,
preparation of bid documents (plans and specifications), field engineering and construction
inspection to meet the requirements of DOLA, Town of Jamestown, CDPHE, AWWA and other
Federal, State and local entities. (See Town of Jamestown Ordinance #3, Series 2010 for water
distribution
repairs
on
the
Town
of
Jamestown
website
http://jamestownco.org/files/2013/12/2010-Ord-3-Water-Works.pdf and the Town of Jamestown
Water Ordinance #1, Series 2015, adopted March 2, 2015) The selected consultant will be required
to provide field engineering services associated with the upgrades for the water distribution system
upgrades and WTP upgrades under separate negotiated Task Orders.
Community outreach with property owners that will be impacted by the construction and regular
coordination meetings shall be considered part of the project process and the Consultant should
consider these activities as integral to the project.
BACKGROUND
Jamestown is a mountain community located approximately 15 miles from Boulder up Left Hand
and James Canyon roads. The Jamestown Water System provides potable water to the Town of
~300 residents. Beginning in 2009, preliminary engineering reports (PERs) were written that
identified deficiencies in the treatment and distribution portions of the system and contained
selected alternatives to upgrade theses systems. The PERs were the basis for a grant the Town
received from the Department of Local Affairs (DOLA) in August of 2013 to upgrade portions
of the water system.
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In September 2013, right after the DOLA grant was received, Jamestown was severely impacted
by extensive flooding and the DOLA project was put on hold.
During the September 2013 flood, a large portion of the water system was destroyed, including
portions of the WTP and the distribution system. Beginning in February of 2014, reconstruction
of the water system commenced. Reconstruction included replacing approximately 5000 lf of
water mains and 50 services connections, replacement of the slow sand filter media,
reconstruction of the James Creek intake, reconstruction of the infiltration gallery, replacement
of the sand settling chamber with a roughing filter, installation of new electrical components, and
reconstruction of the site, As of January 2015, all of the distribution system repairs have been
completed and the repairs at the WTP are scheduled for completion by April 2015.
In the fall of 2013, the DOLA project was re-envisioned to address components of the system
that had not been impacted by the flood. Now, as the FEMA water system reconstruction
projects reach completion, work on the DOLA project is set to begin.
All costs associated with this project (e.g. engineering, project management, services during
construction, construction, change orders, unforeseen conditions, etc.) will be funded by the
grant the Town received from DOLA. As the Town does not have another funding mechanism
for any part of the water system upgrade project, cost containment is required for successful
completion of this project.
WATER SYSTEM DESCRIPTION AND OPERATION
The water system consists of a slow sand filter WTP, which treats surface water and ground
water under the direct influence of surface water (GWUDISW), and a distribution system that
conveys water throughout the Town. The WTP is located on Ward St. on the north side of James
Creek (~elevation 6981). The WTP consists of a minimally heated concrete building that houses
two slow sand filters, sodium hypochlorite chemical storage and feed system, a chlorine contact
chamber, a clearwell, and associated piping, controls and electrical facilities. Immediately
adjacent to the WTP building is a dual train roughing filter, filter-to-waste (FTW) facilities,
infiltration gallery, and surface water intake. All of the exterior facilities are currently in the
process of re-construction, and the WTP is operating off of a temporary intake in James Creek.
In the reconstructed WTP, raw water from James Creek will be conveyed through a Coanda
screen, pumped into a roughing filter for pre-treatment and then fed by gravity into the WTP
where it will be treated through the slow sand filters. Raw water from the infiltration gallery, also
located at the WTP site, will be pumped either directly into the WTP or into the roughing filter
and then into the WTP. Filter effluent is disinfected with sodium hypochlorite (12%) in a
serpentine chlorine contact chamber, which is connected to a clearwell. Two vertical turbine
pumps are installed in the clearwell to pump disinfected water from the WTP into the
distribution system. Filter-to-waste from the slow sand filters is recycled back to the head of the
roughing filter, where it is combined with raw water from either James Creek or the infiltration
gallery.
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The distribution system consists of water storage tanks, water distribution mains, and
approximately 100 service connections. Two potable water storage tanks, one 70,000 gal and one
150,000 gal provide a combined storage capacity of approximately 220,000 gal. The tanks are
located south of the WTP at the highest point in the distribution system (base elevation ~7200;
high-water elevation ~7226). Each storage tank has a one combined inlet/outlet pipe and neither
tank is baffled or has any sort of positive mixing.
The distribution system piping is approximately 7,000 lf of 2-inch through 6” ductile iron (DI)
and high density polyurethane (HDPE) water mains that provide potable water to approximately
100 service connections. The difference in elevation from the highwater level in the storage
tanks to the lowest point in the distribution system is approximately 275 ft (~125 psi). The water
system is all one zone, without any pressure reducing stations, so pressures at the low points in
the system are very high, necessitating individual service connections to provide individual
pressure reduction valves (PRVs).
The two slow sand filters at the WTP are operated in parallel during the summer when demand is
high (~40,000 to 60,000 gpd) and in series during the winter when demand is low (~10,000 to
20,000 gpd). As currently installed, only one high-lift pump is wired into the original WTP
control panel. The second (standby) pump can only be used when the wiring is disconnected
from the first pump and connected to the second pump.
The current electrical system at the WTP supports the electronic portion of all devices and the
treatment equipment. The power that is delivered by Xcel to the WTP fluctuates and has caused
issues with the controls and equipment. Some of the new equipment that was installed as part of
the system re-building has uninterrupted power supplies (UPS) and individual surge protectors,
but not all equipment is currently protected.
PROJECT DESCRIPTION
The project area encompasses multiple project sites within the Town including the WTP located
on Ward St.; the storage tanks located on National Forest Service property off of Gillespie Rd.;
and the following streets: Mesa St., Spruce and 15th.
The project components are described below.
• Valves and piping – Replacement of components and modifications to the distribution
system as follows:
o Mesa St. – Replacement of approximately 2000 lf of 4-inch DIP water main with
6-inch DI or HDPE pipe; 24 service connections including corporation stops,
piping (within the road right-of-way (ROW) and approximately10 ft into private
property to transition from the new water main depth to the existing service line
depth), and curb box; replacement of two (2) 4-inch fire hydrants and the addition
of two (2) new hydrants with 6-inch fire hydrants; and replacement of two (2) 4inch gate valves with 6-inch gate valves.
o Spruce St. - Replacement of approximately 235 lf of 2-inch galvanized pipe water
main with 4-inch DI or HDPE pip; three (3) service connections, including
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•
•
•
corporation stops, piping (within the ROW and approximately10 ft into private
property to transition from the new water main depth to the existing service line
depth), and curb box; and the addition of a 4-inch flushing hydrant.
o 15th St. - Replacement of approximately 360 lf of 2-inch galvanized water main
with 6-inch DI or HDPE pip; five (5) service connections including corporation
stops, piping (ROW and approximately10 ft into private property to transition
from the new water main depth to the existing service line depth), and curb box;
and the addition of a 6-inch fire hydrant.
Service connections – Evaluate all service connections to be replaced and identify
approaches to preserve existing landscaping on private property. The Town will
follow up with all property owners to obtain pre-approval for construction of the
portion of the service on their property.
Storage tanks – Upgrades to the two water storage tanks as follows:
o Mixing systems for installation in both water storage tanks
o Inspection of the large 150,000 gallon storage tank
o Sanding and painting of the center pole in the 150,000 gallon tank
Water treatment plant – Upgrades to the water treatment plant as follows:
o Switch gear and controls for the highlift pumps to enable them to operate in a lead
lag configuration (without having to re-wire)
o Controls:
! Integration of the chlorine feed system into the WTP controls
! Integration of source water turbidity monitoring into the WTP alarms,
plant controls, and plant shutdown
o Power conditioning to protect sensitive controls and equipment
CONSULTANT RESPONSIBILITIES
The consultant will perform a variety of engineering functions for which they must demonstrate
qualifications and provide a detailed scope of work that includes a drawing list (include the
number and title of drawings), schedule to complete the design work and final bid documents,
and a cost proposal. Work is to conducted in close coordination with the Town of Jamestown’s
Water Engineer, ACE Engineering, the Town of Jamestown’s consultant, AMEC (designing and
constructing resiliency and sustainability projects directly related to the water system), the Town
of Jamestown Water Committee, and will include, but not be limited to:
The consultant shall prepare construction plans for public bidding in MicroStation or AutoCAD
format. Design and specifications shall conform to the most current versions of the following: all
AWWA standards; the Town of Jamestown Ordinance #3, Series 2010 and the Town of
Jamestown Water Ordinance #1, Service 2015, adopted March 2, 2015; and the most current
version of all applicable DOLA and CDPHE standards and requirements. The consultant shall
perform all work efforts in accordance with DOLA requirements.
1. General Project Components:
a. Weekly project coordination meetings will be held for the duration of the Project
in the Jamestown Town Hall. Historically, coordination meeting have been held
Tuesday mornings.
8
b. The Consultant shall participate in a minimum of four (4) Small Group Meetings
in Jamestown to review plans with adjacent property owners that will be impacted
by the construction work. The meetings shall be scheduled by the Town in
coordination with the Consultant and the property owners.
c. The design approach, including design criteria, preliminary water distribution
system alignment, and construction approach for the distribution system that
provides ongoing, or temporary, water service to the Town, shall be provided to
the Town of Jamestown for review and comment within 14 days of Notice to
Proceed (NTP).
d. Survey information in the form of LIDAR may be available from work done prior
to and following the flood under a contract with Boulder County and FEMA. The
LIDAR information may not be sufficient for developing the pipeline alignments,
and survey work may need to be included as part of this proposal.
e. For the purposes of developing the scope of work for this project, it is assumed
that a portion of the water distribution system piping is not within the existing
right-of-way (ROW). Include an allowance for preparing and executing 15
easements in the response to this RFP. Preparation should include the survey
work and documentation necessary for easement recording. Execution will be one
signing meeting held with all the property owners and the Town. The Town will
lead easement negotiations and will prepare all legal paper work required beyond
the property description.
f. Geotechnical work for the water distribution system has not been performed and
should be included as part of this proposal.
g. Existing utilities (above and below ground) are to be located and all design work
coordinated with these utilities.
h. Project design reviews (plans, specifications, schedule and costs) shall occur at
the 30% and 90% completion. 100% plans and specifications shall be back
checked by the Town prior to being issued for bid.
i. The Town will provide a Class 4 probable construction cost (OPCC) and overall
program costs that the Consultant shall design to throughout the duration of the
project.
1) The Consultant shall review and update the initial Class 4 OPCC and overall
program costs. Should either the OPCC or the program costs exceed the
overall budget, the Consultant shall prepare a short list of actions to bring the
project back into cost alignment. The action list shall be reviewed with the
Town within 7 days after the notice to proceed and the project modified if
deemed necessary.
2) The Consultant shall update the OPCC and program costs at 30% and 90%
completion for review with the Town. Should either the OPCC or the program
costs exceed the overall budget at any time, the Consultant shall prepare a
short list of actions to bring the project back into cost alignment. The action
list shall be reviewed with the Town and the project modified if deemed
necessary.
9
j. Construction schedules shall be submitted near 60% and at 90% completion and
at any time that it becomes apparent to the Consultant that meeting the time line
for construction completion of August 18, 2015 for the Mesa St. portion of the
water distribution system and September 30, 2015 for the entire project may be
exceeded.
k. Bid documents shall be prepared using Jamestown’s General Conditions. The
Davis Bacon Act does not apply to this project.
l. The design and bid documents shall be provided to the Town of Jamestown for
review at 90% completion for comments and shall be modified if necessary.
Coordinate, complete and compile field inspection review, final office review
(FIR/FOR) plan sets for each phase of the work and attend a review meeting with
the Town and other Stakeholders (e.g. DOLA).
m. One set of bid ready construction plans and specifications shall be prepared for
the work. A schedule of values shall be included in the plans and specifications as
follows:
1) Pipes and valves (mains, valves, corporation stops, service connection piping,
curb stops);
2) Storage tanks (mixing, safety cage and ladder)
3) WTP (switch gear, electrical and controls for highlight pump; integration of
chlorine pump into the controls; heaters in the filter room)
4) Temporary water for maintaining service to customers throughout the duration
of the construction project
5) Traffic control and emergency access provisions when construction will restrict
access to property owners and through traffic on one-lane roads
6) Distribution system testing, disinfection, sampling, and startup
n. Provide full-scale and half-scale sets of drawings and specifications for bidding.
Provide three (3) sets hard copy half-scale and one set full-scale reproducible
mylar.
o. Assist in the bidding process by attending pre-bid meetings, answer questions
submitted by contractors, prepare addendum(s) as necessary, support the Town in
bid review and contractor selection.
p. Should the hard bids exceed the Class 1 OPCC prepared at the 90% completion,
the Consultant shall work with the Town and the low bidder to bring the project
back into cost alignment, and the project modified if deemed necessary.
q. Provide full-scale and half-scale conformed sets of drawings and specifications
that include all addendum items. Provide three (3) sets hard copy half-scale and
one set full-scale reproducible mylar.
2. Water Distribution System:
a. The water distribution portion of this project is for the purpose of upgrading the
portions of the system that were not impacted by the 2013 flood to the most
current codes and standards (Town and other relevant regulating and professional
associations) as follows:
1) Replace the identified water mains to Town’s codes and standards;
10
2) Replace the identified service connections to 10 ft beyond the curb box and in
such a manner to connect to private property owners service lines;
3) Replace appurtenances including system valves, hydrants and other
appurtenances that are integral to the water distribution system
b. The Consultant shall perform all water distribution engineering necessary for the
design of the work, to include, but not be limited to:
1) Development of design criteria, which incorporates the Town’s and CDPHE,
requirements; any recommendations from the resiliency and sustainability
report prepared EPA (April 2014); and is in conformance with AWWA
standards.
2) Design of the permanent vertical and horizontal alignment for the water
distribution system in concert with the alignment of existing roads (Mesa,
Spruce, Pine and 15th Streets). The static condition of the water distribution
system is approximately 125 psi and is not anticipated to increase significantly
through this design effort.
3) Design of valves, appurtenances, service connections and other water system
features as an integral part of the water system vertical and horizontal
alignment.
4) Demolition of the existing water distribution system in areas where leaving
the existing water distribution system would interfere with the replaced
system. Demolition of the water mains in locations that new water mains are
to be construction should be considered incidental to the construction effort as
the existing mains will typically be buried with less cover than the
replacement lines.
5) Provide all necessary standard and specific details as part of the plans and
specifications.
6) Prepare an approach to replacing system components that includes
maintaining water service to all customers throughout the construction effort.
7) The specifications shall include notice to the contractor that Jamestown
reserves the right to accept either the entire bid or a portion of the bid.
2. Services during construction: The consultant shall perform basic engineering field
services during construction.
a. Review shop drawings and other documentation provided by the contractor for all
material to be supplied and installed for the water distribution system
construction.
b. Provide on-site construction observation and construction reports for critical
construction activities.
c. Attend weekly construction meetings as necessary.
d. Verify all fieldwork as specified (i.e. pressure tests, etc.).
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SUBMITTAL SECTION
RFP # James.011
Engineering Services for Water System Upgrades
Proposals should be concise, logically organized, and easy to read. Limit proposals to ten (10)
pages or less (not including resumes and cost detail spreadsheet), and include the following:
1. Company information:
a. Name of your company / organization
b. Type of organization: (Corporation, Partnership, etc.)
c. Address
d. Names and Address of the Partners and Subcontractors if applicable
e. Contact Person(s)
f. Telephone, Fax, e-mail
g. Biographical summaries of key personnel and any subcontractors, which include
relevant experience with design and engineering field services for projects of this type,
an estimate of the percentage of time the individual will commit to the project, and
their role on the project.
h. Submit three references for similar projects your company has completed within the
last three years and contact information
2. Project approach: Outline a proposed project approach for accomplishing the tasks described
above.
3. Plans: Provide a list of drawings with titles for the bid package.
4. Schedule: Provide a schedule and work breakdown structure (WBS) that outlines the work
that will be performed for each project phase and each separate category of work, and that
demonstrates the project can be completed in the time frame established for both design
(June 9, 2015) and construction (August 18, 2015 for the Mesa St. portion of the distribution
system and September 30, 2015 for the entire project). Include an hours report by individual
to be assigned to the project and the percent time dedication to the project.
5. Cost proposal: Provide a complete project detail worksheet with a not-to-exceed price for the
project, including any discounts, in-kind hours, and assumptions. The cost proposal shall be
submitted as a separate document and shall be in the format shown in the following table.
6. Signature page: Include the signature page (see below) with the main proposal.
COST SUMMARY
BUDGET HOURS
BY INDIVIDUAL
HOURLY RATE
FEE
Scope item by WBS
Total Labor Cost
Allowance for easements
Cost of Subcontractors
Total ODCs
Less Discounts/In-kind
Total Proposal Cost
Please submit a copy of any contract you would require to be executed in this process
12
SIGNATURE PAGE
RFP # James.011
Engineering Services Water System Upgrades
Failure to complete, sign and return this signature page with your proposal may be cause for rejection.
Contact Information
Response
Company Name
Name and Title of Primary Contact
Person
Company Address
Phone Number
Email Address
Company Website
By signing below I certify that:
I am authorized to bid on my company’s behalf.
I am not currently an employee of Town of Jamestown.
None of my employees or agents is currently an employee of Town of Jamestown.
I am not related to any Town of Jamestown employees or Elected Officials.
I am not a Public Employees’ Retirement Association (PERA) retiree.
___________________________________________________
_________________
Signature of Person Authorized to Bid on
Company’s Behalf
Date
Note: If you cannot certify the above statements, please explain in the space provided below.
13
EXAMPLE CONTRACT
INDEPENDENT CONTRACTOR AGREEMENT
BY AND BETWEEN THE TOWN OF JAMESTOWN
AND _______________________________
FOR _______________ SERVICES
1..0
PARTIES
The parties to this Agreement are the Town of Jamestown, a Colorado municipal corporation,
hereinafter referred to as the “Town”, and _____________________, [Name of Contractor] a
________________________[State of Formation and Type of Entity], hereinafter referred to as
the “Contractor”.
2..0
RECITALS AND PURPOSE
2.1.
The Town desires to engage the Contractor for the purpose of providing
_______________________ services as further set forth in the Contractor’s Scope of
Services (which services are hereinafter referred to as the “Services”).
2.2.
The Contractor represents that it has the special expertise, qualifications and
background necessary to complete the Services.
3..0
SCOPE OF SERVICES
The Contractor agrees to provide the Town with the specific Services and to perform the
specific tasks, duties and responsibilities set forth in Scope of Services attached hereto as
Exhibit A and incorporated herein by reference. Contractor shall furnish all tools, labor and
supplies in such quantities and of the proper quality as are necessary to professionally and
timely perform the Services. Contractor acknowledges that this Agreement does not grant any
exclusive privilege or right to supply Services to the Town.
4..0
COMPENSATION
4.1.
The Town shall pay the Contractor for Services under this Agreement a total not to exceed
the amounts set forth in Exhibit A attached hereto and incorporated herein by this
reference. For Services compensated at hourly or per unit rates, or on a per-task basis,
such rates or costs per task shall not exceed the amounts set forth in Exhibit A. The
Town shall pay mileage and other reimbursable expenses (such as meals, parking,
travel expenses, necessary memberships, etc.) which are deemed necessary for
performance of the Services and which are pre-approved by the Mayor. The foregoing
amounts of compensation shall be inclusive of all costs of whatsoever nature associated
with the Contractor’s efforts, including but not limited to salaries, benefits, overhead,
administration, profits, expenses, and outside Contractor fees. The Scope of Services
and payment therefor shall only be changed by a properly authorized amendment to this
Agreement. No Town employee has the authority to bind the Town with regard to any
payment for any Services which exceeds the amount payable under the terms of this
Agreement.
14
4.2.
The Contractor shall submit monthly an invoice to the Town for Services rendered and a
detailed expense report for pre-approved, reimbursable expenses incurred during the
previous month. The invoice shall document the Services provided during the preceding
month, identifying by work category and subcategory the work and tasks performed and
such other information as may be required by the Town. The Contractor shall provide
such additional backup documentation as may be required by the Town. The Town shall
pay the invoice within thirty (30) days of receipt of payment from the funding agency
unless the Services or the documentation therefor are unsatisfactory.
5..0
PROJECT REPRESENTATION
5.1.
The Town designates __________________ as the responsible Town staff to provide
direction to the Contractor during the conduct of the Services. The Contractor shall
comply with the directions given by ________________ and such person’s designees.
5.2.
The Contractor designates _____________ as its project manager and as the principal
in charge who shall be providing the Services under this Agreement. Should any of the
representatives be replaced, particularly _________________, and such replacement
require the Town or the Contractor to undertake additional reevaluations, coordination,
orientations, etc., the Contractor shall be fully responsible for all such additional costs and
services.
6..0
TERM
The term of this Agreement shall be _______________, 200___ to ___________________,
200___, unless sooner terminated pursuant to Section 13, below. The Contractor’s Services
under this Agreement shall commence upon execution of this Agreement by the Town and
Contractor shall proceed with diligence and promptness so that the Services are completed in a
timely fashion consistent with the Town’s requirements.
7..0
INSURANCE
7.1.
The Contractor agrees to procure and maintain, at its own cost, the policies of insurance
set forth in Subsections 7.1.1 through 7.1.4. The Contractor shall not be relieved of any
liability, claims, demands, or other obligations assumed pursuant to this Agreement by
reason of its failure to procure or maintain insurance, or by reason of its failure to
procure or maintain insurance in sufficient amounts, durations, or types. The coverages
required below shall be procured and maintained with forms and insurers acceptable to
the Town.
All coverages shall be continuously maintained from the date of
commencement of Services hereunder. The required coverages are:
7.1.1
Workers' Compensation insurance as required by the Labor Code of the State of
Colorado and Employers Liability Insurance. Evidence of qualified self-insured
status may be substituted.
7.1.2
General Liability insurance with minimum combined single limits of $1,000,000 each
occurrence and $2,000,000 aggregate. The policy shall include the Town of
Jamestown, its officers and its employees, as additional insureds, with primary
15
coverage as respects the Town of Jamestown, its officers and its employees, and
shall contain a severability of interests provision.
7.1.3
Comprehensive Automobile Liability insurance with minimum combined single limits
for bodily injury and property damage of not less than $350,000 per person in any
one occurrence and $990,000 for two or more persons in any one occurrence, and
auto property damage insurance of at least $50,000 per occurrence, with respect to
each of Contractor’s owned, hired or non-owned vehicles assigned to or used in
performance of the Services. If the Contractor has no owned automobiles, the
requirements of this paragraph shall be met by each officer or employee of the
Contractor providing services to the Town of Jamestown under this contract.
7.1.4
Professional Liability coverage with minimum combined single limits of $1,000,000
each occurrence and $1,000,000 aggregate.
7.2
The Contractor’s general liability insurance and automobile liability and physical damage
insurance shall be endorsed to include the Town, and its elected and appointed officers
and employees, as additional insureds, unless the Town in its sole discretion waives
such requirement. Every policy required above shall be primary insurance, and any
insurance carried by the Town, its officers, or its employees, shall be excess and not
contributory insurance to that provided by the Contractor. Such policies shall contain a
severability of interests provision. The Contractor shall be solely responsible for any
deductible losses under each of the policies required above.
7.3
Certificates of insurance shall be provided by the Contractor as evidence that policies
providing the required coverages, conditions, and minimum limits are in full force and
effect, and shall be subject to review and approval by the Town. No required coverage
shall be cancelled, terminated or materially changed until at least 30 days prior written
notice has been given to the Town. The Town reserves the right to request and receive
a certified copy of any policy and any endorsement thereto.
7.4
Failure on the part of the Contractor to procure or maintain policies providing the
required coverages, conditions, and minimum limits shall constitute a material breach of
contract upon which the Town may immediately terminate this Agreement, or at its
discretion may procure or renew any such policy or any extended reporting period
thereto and may pay any and all premiums in connection therewith, and all monies so
paid by the Town shall be repaid by Contractor to the Town upon demand, or the Town
may offset the cost of the premiums against any monies due to Contractor from the
Town.
7.5
The parties understand and agree that the Town is relying on, and does not waive or
intend to waive by any provision of this contract, the monetary limitations or any other
rights, immunities, and protections provided by the Colorado Governmental Immunity
Act, § 24-10-101 et seq., 10 C.R.S., as from time to time amended, or otherwise
available to the Town, its officers, or its employees.
16
8..0
INDEMNIFICATION
To the fullest extent permitted by law, the Contractor agrees to indemnify and hold harmless the
Town, and its elected and appointed officers and its employees, from and against all liability,
claims, and demands, on account of any injury, loss, or damage, which arise out of or are
connected with the Services hereunder, if such injury, loss, or damage is caused by the
negligent act, omission, or other fault of the Contractor or any subcontractor of the Contractor,
or any officer, employee, or agent of the Contractor or any subcontractor, or any other person
for whom Contractor is responsible. The Contractor shall investigate, handle, respond to, and
provide defense for and defend against any such liability, claims, and demands. The Contractor
shall further bear all other costs and expenses incurred by the Town or Contractor and related
to any such liability, claims and demands, including but not limited to court costs, expert witness
fees and attorneys’ fees if the court determines that these incurred costs and expenses are
related to such negligent acts, errors, and omissions or other fault of the Contractor. The Town
shall be entitled to its costs and attorneys’ fees incurred in any action to enforce the provisions
of this Section 8.0. The Contractor’s indemnification obligation shall not be construed to extend
to any injury, loss, or damage which is caused by the act, omission, or other fault of the Town.
9..0
QUALITY OF WORK
Contractor’s Services shall be performed in accordance with the highest professional
workmanship and service standards in the field to the satisfaction of the Town.
10..0
INDEPENDENT CONTRACTOR
It is the expressed intent of the parties that the Contractor is an independent contractor and not
the agent, employee or servant of the Town, and that:
10.1.
CONTRACTOR SHALL SATISFY ALL TAX AND OTHER GOVERNMENTALLY
IMPOSE RESPONSIBILITIES INCLUDING, BUT NOT LIMITGED TO, PAYMENT OF
STATE, FEDERAL AND SOCIAL SECURITY TAXES, UNEMPLOYMENT TAXES,
WORKERS’ COMPENSATION AND SELF-EMPLOYMENT TAXES. NO STATE,
FEDERAL OR LOCAL TAXES OF ANY KIND SHALL BE WITHHELD OR PAID BY
THE TOWN.
10.2.
CONTRACTOR IS NOT ENTITLED TO WORKERS' COMPENSATION BENEFITS
EXCEPT AS MAY BE PROVIDED BY THE INDEPENDENT CONTRACTOR NOR TO
UNEMPLOYMENT
INSURANCE
BENEFITS
UNLESS
UNEMPLOYMENT
COMPENSATION COVERAGE IS PROVIDED BY THE INDEPENDENT
CONTRACTOR OR SOME ENTITY OTHER THAN THE TOWN.
10.3.
Contractor does not have the authority to act for the Town, or to bind the Town in any
respect whatsoever, or to incur any debts or liabilities in the name of or on behalf of the
Town.
10.4.
Contractor has and retains control of and supervision over the performance of
Contractor’s obligations hereunder and control over any persons employed by
Contractor for performing the Services hereunder.
17
10.5.
The Town will not provide training or instruction to Contractor or any of its employees
regarding the performance of the Services hereunder.
10.6.
Neither the Contractor nor any of its officers or employees will receive benefits of any
type from the Town.
10.7.
Contractor represents that it is engaged in providing similar services to other clients
and/or the general public and is not required to work exclusively for the Town.
10.8.
All Services are to be performed solely at the risk of Contractor and Contractor shall take
all precautions necessary for the proper and sole performance thereof.
10.9.
Contractor will not combine its business operations in any way with the Town’s business
operations and each party shall maintain their operations as separate and distinct.
11..0
ASSIGNMENT
Contractor shall not assign or delegate this Agreement or any portion thereof, or any monies
due to or become due hereunder without the Town’s prior written consent.
12..0
DEFAULT
Each and every term and condition hereof shall be deemed to be a material element of this
Agreement. In the event either party should fail or refuse to perform according to the terms of
this Agreement, such party may be declared in default.
13..0
TERMINATION
13.1.
This Agreement may be terminated by either party for material breach or default of this
Agreement by the other party not caused by any action or omission of the other party by
giving the other party written notice at least thirty (30) days in advance of the termination
date. Termination pursuant to this subsection shall not prevent either party from
exercising any other legal remedies which may be available to it.
13.2.
In addition to the foregoing, this Agreement may be terminated by the Town for its
convenience and without cause of any nature by giving written notice at least fifteen (15)
days in advance of the termination date. In the event of such termination, the Contractor
will be paid for the reasonable value of the Services rendered to the date of termination,
not to exceed a pro-rated daily rate, for the Services rendered to the date of termination,
and upon such payment, all obligations of the Town to the Contractor under this
Agreement will cease. Termination pursuant to this Subsection shall not prevent either
party from exercising any other legal remedies which may be available to it.
18
14..0
INSPECTION AND AUDIT
The Town and its duly authorized representatives shall have access to any books, documents,
papers, and records of the Contractor that are related to this Agreement for the purpose of
making audits, examinations, excerpts, and transcriptions.
15..0
DOCUMENTS
All computer input and output, analyses, plans, documents photographic images, tests, maps,
surveys, electronic files and written material of any kind generated in the performance of this
Agreement or developed for the Town in performance of the Services are and shall remain the
sole and exclusive property of the Town. All such materials shall be promptly provided to the
Town upon request therefor and at the time of termination of this Agreement, without further
charge or expense to the Town and in hardcopy or an electronic format acceptable to the Town,
or both, as the Town shall determine. Contractor shall not provide copies of any such material
to any other party without the prior written consent of the Town. Contractor shall not use or
disclose confidential information of the Town for purposes unrelated to performance of this
Agreement without the Town’s written consent.
16..0
ENFORCEMENT
16.1.
In the event that suit is brought upon this Agreement to enforce its terms, the parties
shall each bear and be responsible for their own attorneys’ fees and court costs.
16.2.
Colorado law shall apply to the construction and enforcement of this Agreement. The
parties agree to the jurisdiction and venue of the courts of Boulder County and the
federal district court for the District of Colorado in connection with any dispute arising out
of or in any matter connected with this Agreement.
17..0
COMPLIANCE WITH LAWS; WORK BY ILLEGAL ALIENS PROHIBITED
17.1
Contractor shall be solely responsible for compliance with all applicable federal, state,
and local laws, including the ordinances, resolutions, rules, and regulations of the Town;
for payment of all applicable taxes; and obtaining and keeping in force all applicable
permits and approvals.
17.2
Exhibit B, the “Town of Jamestown Public Services Contract Addendum-Prohibition
Against Employing Illegal Aliens”, is attached hereto and incorporated herein by
reference.
There is also attached hereto a copy of Contractor’s Pre-Contract
Certification which Contractor has executed and delivered to the Town prior to
Contractor’s execution of this Agreement.
18..0
INTEGRATION AND AMENDMENT
This Agreement represents the entire Agreement between the parties and there are no oral or
collateral agreements or understandings. This Agreement may be amended only by an
instrument in writing signed by the parties.
19
19..0
NOTICES
All notices required or permitted under this Agreement shall be in writing and shall be given by
hand delivery, by United States first class mail, postage prepaid, registered or certified, return
receipt requested, by national overnight carrier, or by email transmission, addressed to the party
for whom it is intended at the following address:
If to the Town:
Town of Jamestown
Attn: Town Clerk
118 Main Street
Jamestown, CO 80455
e-mail: [email protected]
If to the Contractor:
______________________
______________________
______________________
______________________
Any such notice or other communication shall be effective when received as indicated on the
delivery receipt, if by hand delivery or overnight carrier; on the United States mail return receipt,
if by United States mail; or on facsimile transmission receipt. Either party may by similar notice
given, change the address to which future notices or other communications shall be sent.
20..0
EQUAL OPPORTUNITY EMPLOYER
20.1.
Contractor will not discriminate against any employee or applicant for employment
because of age 40 and over, race, sex, color, religion, national origin, disability, genetic
information, sexual orientation, veteran status, or any other applicable status protected
by state or local law. Contractor will take affirmative action to ensure that applicants are
employed and that employees are treated during employment without regard to any
status set forth in the preceding sentence. Such action shall include but not be limited to
the following: employment, upgrading, demotion or transfer, recruitment or recruitment
advertising, layoff or termination; rates of pay or other forms of compensation; and
selection for training, including apprenticeship. Contractor agrees to post in conspicuous
places, available to employees and applicants for employment, notice to be provided by
an agency of the federal government, setting forth the provisions of the Equal
Opportunity Laws.
20.2.
Contractor shall be in compliance with the applicable provisions of the American with
Disabilities Act as enacted and from time to time amended and any other applicable
federal, state, or local laws and regulations. A signed, written certificate stating
compliance with the Americans with Disabilities Act may be requested at any time during
the life of this Agreement or any renewal thereof.
20
In witness whereof, the parties have executed this Agreement to be effective as of the day and
year of signed by the Town.
TOWN OF JAMESTOWN
By:___________________________
Mayor
Attest:_______________________
Town Clerk
Date:_________________________
CONTRACTOR:
_____________________________
By:__________________________
Title:_________________________
Date:_________________________
21
Exhibit A – Scope of Services
[See Following Page(s)]
22
Exhibit B
Town of Jamestown Public Services Contract Addendum
Prohibition Against Employing Illegal Aliens
Prohibition Against Employing Illegal Aliens. Contractor shall not knowingly employ or contract
with an illegal alien to perform work under this contract. Contractor shall not enter into a
contract with a subcontractor that fails to certify to the Contractor that the subcontractor shall not
knowingly employ or contract with an illegal alien to perform work under this contract.
Contractor will participate in either the E-verify program or the Department program, as defined
in C.R.S. § § 8-17.5-101(3.3) and 8-17.5-101(3.7), respectively, in order to confirm the
employment eligibility of all employees who are newly hired for employment to perform work
under the public contract for services. Contractor is prohibited from using the E-verify program
or the Department program procedures to undertake pre-employment screening of job
applicants while this contract is being performed.
If Contractor obtains actual knowledge that a subcontractor performing work under this contract
for services knowingly employs or contracts with an illegal alien, Contractor shall:
a.
Notify the subcontractor and the Town within three days that the Contractor has
actual knowledge that the subcontractor is employing or contracting with an
illegal alien; and
b.
Terminate the subcontract with the subcontractor if within three days of receiving
the notice required pursuant to this paragraph the subcontractor does not stop
employing or contracting with the illegal alien; except that the Contractor shall not
terminate the contract with the subcontractor if during such three days the
subcontractor provides information to establish that the subcontractor has not
knowingly employed or contracted with an illegal alien.
Contractor shall comply with any reasonable request by the Department of Labor and
Employment made in the course of an investigation that the Department is undertaking pursuant
to the authority established in C.R.S. § 8-17.5-102(5).
If Contractor violates a provision of this Contract required pursuant to C.R.S. § 8-17.5-102,
Town may terminate the contract for breach of contract. If the contract is so terminated, the
Contractor shall be liable for actual and consequential damages to the Town.
23
Pre-Contract Certification in Compliance with C.R.S. Section 8-17.5-102(1)
The undersigned hereby certifies as follows:
That at the time of providing this certification, the undersigned does not knowingly employ or
contract with an illegal alien; and that the undersigned will participate in the E-Verify program or
the Department program, as defined in C.R.S. § § 8-17.5-101(3.3) and 8-17.5-101(3.7),
respectively, in order to confirm the employment eligibility of all employees who are newly hired
for employment to perform under the public contract for services.
Proposer:
__________________________
By_________________________
Title:_______________________
___________________________
Date
Note: Registration for the E-Verify Program can be completed at: https://e-verify.uscis.gov/enroll/.
24
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