Water Master Plan

1 REQUEST FOR PROPOSAL (RFP) PROPOSAL NUMBER: P22-27 DESCRIPTION: Water Master Plan QUESTION DUE DATE January 10, 2023 QUESTION DUE TIME: 10:00 a.m. (MT) RECORDING DATE: January 20, 2023 RECORDING TIME: 2:00 p.m. (MT) The Board of Larimer County Commissioners will only be accepting proposals electronically submitted via the Rocky Mountain E-Purchasing System (Bidnet) portal, at https://www.bidnetdirect.com/colorado/larimer-county/, up to the RECORDING DATE and TIME referenced above, at which time they will be recorded, but not publicly opened, to consider entering into a contract with a consultant to work with County staff in preparing a Water Master Plan. Prices and terms will remain in effect until a contract has been executed. RFP documents are officially available only at Bidnet at

target="_blank">https://www.bidnetdirect.com/colorado/larimer-county/, and are also shared on Larimer County Purchasing’s Bids and Proposals web site at www.larimer.org/bids. See Instructions to Proposers below for more information. This project is funded with federal funds and the Consultant must comply with all applicable federal laws, regulations, and requirements. See Attachment A - Professional Services Agreement and read Exhibit D - CONTRACT PROVISIONS FOR NON-FEDERAL ENTITY CONTRACTS UNDER FEDERAL AWARDS; this exhibit must be a part of any contract used. 1. QUESTIONS: All questions regarding this proposal must be emailed to Purchasing Agent Les Brown, at brownxld@larimer.org. Questions are due no later than the QUESTION DUE DATE & TIME referenced above. No questions will be accepted after the date and time referenced above. All questions received will be answered via Addendum only. Addenda will be officially published at Bidnet at https://www.bidnetdirect.com/colorado/larimer-county/, and will also be shared on Larimer County Purchasing’s Bids and Proposals web site at www.larimer.org/bids NOTE: Unauthorized contact with any Larimer County employee other than Purchasing Agent Les Brown or the Purchasing Manager regarding this RFP may result in disqualification of your Proposal. LARIMER COUNTY | PURCHASING DIVISION P.O. Box 1190, Fort Collins, Colorado 80522-1190, 970.498.5955, Larimer.org https://www.bidnetdirect.com/colorado/larimer-county/ https://www.bidnetdirect.com/colorado/larimer-county/ http://www.larimer.org/bids https://www.bidnetdirect.com/colorado/larimer-county/ http://www.larimer.org/bids 2 2. INSTRUCTIONS TO PROPOSERS: Starting March 30, 2020, Larimer County only accepts Proposals submitted via the Rocky Mountain E- Purchasing System (Bidnet). Proposals submitted by any other means will not be accepted. Proposers must be registered with Bidnet in advance in order to submit a proposal; registration is free. Larimer County strongly recommends each Proposer register with Bidnet well in advance of the submittal deadline to ensure they have adequate time to upload and submit their proposal. Proposers will not be compensated for generating, producing, or duplicating any proposal materials associated with this RFP, and it is the sole responsibility of the Proposer to ensure all required documents are submitted through Bidnet by the submission deadline. Proposals will be time-stamped by Bidnet upon receipt; Bidnet does not allow for uploading or submitting documents after the Proposal due date and time has passed, so please allow adequate time to upload and submit your Proposal prior to the deadline. After uploading proposal documents, Proposers must click the SUBMIT button. Larimer County will not accept uploads that are “saved” but not “submitted”. To verify that a Proposal has been submitted successfully, Proposers may contact Bidnet Support or verify, via the Proposal Management tab in the Proposer’s account, that the documents are not in “Draft” status. Larimer County does not have access to, or control of, the vendor side of Bidnet. Please contact Bidnet at 1- 800-835-4603 for vendor support. Proposers are required to submit one (1) non-redacted proposal. All parts of the proposal should be combined and submitted as one (1) single .pdf file; proposals comprised of multiple separate files are not acceptable and your proposal may be rejected. Proposers may choose to also provide one (1) redacted .pdf proposal (as one single file), excluding any information that is not subject to disclosure under the Colorado Open Records Act (“CORA”), such as trade secrets, privileged information and confidential commercial, financial, geological or geophysical data exempt from public disclosure under C.R.S. §§ 24-72-204(3)(a)(IV). Statements that the entire proposal is confidential will not be honored. After the Notice of Award has been issued, all information submitted in response to this request for proposal (RFP) may be publicly disclosed if required under the CORA. If provided, the redacted electronic copy will be used to satisfy CORA requests. Proposers that do not provide a redacted electronic copy will have their non-redacted electronic copy used to satisfy CORA requests. Larimer County will endeavor to keep the non-redacted proposal, separate and apart from the redacted proposal subject to the provisions of CORA or Order of Court. By submitting a proposal, the proposer agrees they may not rescind their proposal on or after the closing date and time identified in the RFP or as modified by addendum. No delivery will become due or be accepted until an agreement has been completed either in the form of a formal executed contract, or a purchase order issued by the Purchasing Manager of Larimer County. Proposals must be furnished exclusive of any Federal, State, or Local taxes; Larimer County is tax exempt. No work will commence, nor will any invoices be paid before the contracted vendor provides the requested proof of insurance as outlined in the “Insurance Requirements”, and before such verification is approved by Larimer County Risk Management. Unless otherwise specified by contract, payment for work performed or goods sold to Larimer County can be expected within 30 days after receipt of the invoice and satisfactory acceptance from the Department receiving the service or goods. Larimer County reserves the right to reject any and or all proposals, to further negotiate with any and/or qualified proposers and to waive informalities and irregularities in proposals received, and to accept any portion of the proposal if deemed to be in the best interest of Larimer County to do so. If, in the sole judgment https://www.bidnetdirect.com/colorado/larimer-county/ https://www.bidnetdirect.com/colorado/larimer-county/ https://www.sos.state.co.us/pubs/info_center/laws/Title24/Title24Article72Part2.html 3 of the Board of County Commissioners, the proposals are substantially equal, the Board may grant the contract to companies located in Larimer County, however this is not applicable in the case that Federal funds are used. Larimer County, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d-4) and the Regulations, hereby notified all proposers that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises (including minority-owned or women-owned) will be afforded full and fair opportunity to submit a proposal in response to this Request for Proposal and will not be discriminated against on the grounds of race, color, religion or religious affiliation, sex, familial status, age, genetics, disability, or national origin in consideration for an award. All businesses, organizations, and individuals contracting with Larimer County must comply with Title II of the Americans with Disabilities Act of 1990, as amended. For more information on these requirements and to read the full Title II text, please go to the following web page: https://www.ada.gov/ada_title_II.htm. No vendor awarded a solicitation will be federally debarred. The proposer certifies that by signing the contract, neither the proposer nor subcontractors, the organization nor its principals are suspended or debarred or otherwise excluded from procurement by the Federal government. Such debarment will be checked through the System for Award Management, at https://sam.gov/content/exclusions. Other governmental entities may piggyback on the award of this solicitation, assuming the award vendor is amenable, and should contact Larimer County Purchasing for any necessary procurement documents. The entity will deal directly with the award vendor concerning the placement of Purchase Orders, freight charges, contracting and disputes, invoicing, and payment. Larimer County will not be held liable or responsible for any liability, claims, costs, damages, demands, actions, losses, judgments, or expenses incurred by the vendor or any government entity relating to such use. 3. PROJECT OVERVIEW: Larimer County is in Northeastern Colorado along the Front Range and encompasses mountains, including Rocky Mountain National Park, plains, City of Fort Collins, City of Loveland, Town of Estes Park and five (5) other municipalities, plus it is the home of Colorado State University (CSU). Approximately 360,000 people reside in Larimer County. Larimer County is not a water service provider but aims to understand the issues and how best to collaborate and make decisions relative to water to support our communities. A Water Master Plan as an element of the County’s Comprehensive Plan will help bolster the County’s planning efforts for water, wastewater, and environmental flows. Larimer County is issuing this Request for Proposals (RFP) to hire a consultant team to work with County staff in preparing a Water Master Plan. Larimer County has been awarded a Federal Emergency Management Agency (FEMA) grant for some of this work and will self-funding additional items and tasks that are not part of the FEMA grant. The project will build on the Phase I Water Planning Assessment completed in 2022, and will include a robust public process ensuring that all interested stakeholders have an opportunity to participate, along with possible technical committee(s) participation. WHAT’S BEEN DONE IN LARIMER COUNTY RELATED TO WATER Foundational Existing Conditions In 2022, Larimer County prepared foundational information about water planning using a combination of County funds and Department of Local Affairs and the Sonoran Institute grant funds. The Brendle Group https://www.ada.gov/ada_title_II.htm https://sam.gov/content/exclusions https://www.larimer.gov/ chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https:/www.larimer.org/sites/default/files/uploads/2022/larimer_county_water_existing_conditions_report_final_1_6-6-2022.pdf 4 worked with the public, Department of Natural Resources, Engineering, Community Development, County leaders, and other agencies to prepare two (2) deliverables summarized below: 1. Existing Conditions Report. 2. Memo summarizing the Initial Vision and Goal setting exercise results. Regional Existing Conditions Report The Regional Existing Conditions Report, June 2022 is an assessment of existing conditions related to water supplies and agricultural land and identified risks and vulnerabilities. High level summary from the report: 1. Larimer County is a high growth county. 1.1. The projected growth in population from 2017 through 2040 is 56% with a projected population of 535,756 in 2040. 1.2. Most of that growth will occur in cities and towns. 2. 43% of the water supplies in the County comes from the Colorado River whereas 57% are local water. 3. The County has seen about a 47% decline in its irrigated agricultural land since 1987. 4. The County has 124 centralized public water systems that provide safe drinking water to residents and businesses; 385,559 people are served by these systems (some outside Larimer County). 5. 10,589 homes in Larimer County rely on groundwater wells. 6. 47 irrigation, ditch, and reservoir companies operate in Larimer County that deliver non-potable (raw) water. 7. At projected community buildout, water demands are projected to grow by 25% to 90%. 8. Risks and vulnerabilities include several factors including reduced water availability, poor water quality from natural hazards, curtailment of the Colorado River water, climate change, diminishing agricultural lands, and others. Multiple other organizations are working on the topic of water in Larimer County and the County aims to collaborate with them. Initial Vision and Goal Setting The project team held work sessions and gathered stakeholder input to finalize the Regional Existing Conditions Report and complete a memo that documents outcomes, key findings, action items, and recommendations for developing the water element. Initial goals identified through Larimer County’s initial Vision and Goal Setting as noted in the memo from Brendle Group (See May 31, 2022, memo on webpage) include: 1. Need to consider a thorough assessment of water service providers for water waste ordinances, water shortage action plans, past water use restrictions, and a thorough assessment of system development, billing charges, and comparison of fees. 2. Include a summary of the scope of the County’s efforts including the Climate and Sustainability Plan and other ways the County is involved with water efforts such as during emergencies and recovery. 3. Identify key water and land use issues such as promoting long-range water sustainability and addressing the nexus of water supply, housing affordability, and water related to growth. 4. Identify Implementation Levers and Roles 4.1. Ranging from leading the way in showcasing water-wise principles at County facilities. 4.2. Planning modeling and analysis. 4.3. Regional convening. 4.4. Public education and engagement. 4.5. Fees and revenues to fund incentives and programs related to water efficiency, instream flow rights, water sharing, and banking, etc. 4.6. Regulations and legislative advocacy. 5. Identify related efforts in the region and stakeholder comments. This information can be found on the project webpage: larimer.org/planning/water chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https:/www.larimer.gov/sites/default/files/uploads/2022/larimer_county_water_existing_conditions_report_final_1_6-6-2022.pdf chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https:/www.larimer.gov/sites/default/files/uploads/2022/larimer_county_water_existing_conditions_executive_summary_0.pdf chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https:/www.larimer.gov/sites/default/files/uploads/2022/larimer_county_water_existing_conditions_report_final_1_6-6-2022.pdf chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https:/www.larimer.gov/sites/default/files/uploads/2022/task_2_-_vision_and_goals_-_memo_final.pdf https://www.larimer.gov/planning/water https://www.larimer.gov/planning/water 5 Planning Commission and Board of County Commissioner Input Additional input from the County Planning Commission and Board of County Commissioners at a work session in October 2022 about related and other topics that might be pertinent to include in this plan are: 1. Consider the urgency of the potential for a Compact Call on the Colorado River if Upper Basin states are unable to deliver the water they are required to send. 2. Recognize Tribal Nations and water rights. 3. Address health and resiliency in the region. 4. Understand nonprofit watershed coalitions and unique nonprofits that are doing work in this space and leverage their work on watershed health. 5. Acknowledge that the region is uniquely positioned because of the Wild and Scenic River designation of the Cache la Poudre River. 6. Find ways to cut outdoor landscaping water use (by half or so) by using incentives and addressing water dedication requirements. 7. Address raw vs. treated water requirements for outdoor water use, along those lines, increase greywater use. 8. The scattered small systems and special water districts in the region seems untenable as the west faces more drought and as infrastructure ages. 8.1. Identify solutions to address sustainability of districts and water provision to existing customers. 8.2. There may be opportunities for grant funding or financing for small providers, perhaps more shared management or collaboration, or maybe model plans or best practices for infrastructure replacement. 9. Can the County foster and lead community education about water issues and conservation? 10. Consider and address the nexus between housing affordability and water costs, especially the widely varying costs of new taps, and need for lower cost taps for smaller housing projects. 10.1. Look at models that have successfully incentivized lower costs for certain housing projects. 11. Update Existing Conditions information as it relates to water diversions and return flows in the County. 12. Address water use and conservation in the Land Use Code. Colorado Water Plan as a Guide When it is finalized in early 2023, the Colorado Water Plan will guide Larimer County in the types of topics and actions that the County may want to address at the basin and regional level as the County works on collaborative water management and addresses our regional challenges. The Colorado Water Plan values include: 1. A productive economy that supports vibrant and sustainable cities, agriculture, recreation, and tourism. 2. An efficient and effective water infrastructure system. 3. A strong environment with healthy watersheds, rivers, streams, and wildlife. 4. An informed public with creative forward-thinking solutions that are sustainable and resilient to changing conditions and result in strong, equitable communities that can adapt and thrive in the face of adversity. Based on that set of values, potential topics for Larimer County’s plan to address as a “bridge to action” such as in the Colorado Water Plan include: 1. Vibrant communities (counties, municipalities utilities, businesses, industry, residential use, etc.). 2. Robust agriculture (established crops and farms, local food, orchards, ranching, ditch companies, urban agriculture, etc.). 3. Thriving watersheds (environment and recreation, river health, watershed health, forest health, wildfire and other hazard mitigation, wildlife, and aquatic species protection, etc.). 4. Resilient planning (climate adaptation, planning for extremes, embracing equity, diversity, and inclusion, education and outreach, supportive government, etc.). CRS §30-28-106, Water Elements in Master Plans Guides Effort The County will follow guidance in CRS §30-28-106, Water Elements in Master Plans, that allows local governments to implement policies that require water conservation to be a condition of development approvals, including subdivisions, planned unit developments, special use permits, and zoning changes. It also guides communities, when doing a Water Element, to: 6 1. Consult with the public water systems that supply water to ensure coordination on water supply and facility planning. 2. Identify water supplies and facilities sufficient to meet the needs of the public and private infrastructure reasonably anticipated or identified in the planning process. 3. Include water conservation policies. Initial Goals Identified through Vision and Goal Setting Finally, goals identified through Larimer County’s initial Vision and Goal Setting as noted in the memo from Brendle Group (See May 31, 2022, memo on webpage) include: 1. Need to consider a thorough assessment of water service providers for water waste ordinances, water shortage action plans, and past water use restrictions, and a thorough assessment of system development and billing charges and comparison of fees. 2. Include a summary of the scope of the County’s efforts including the Climate and Sustainability Plan and other ways the county is involved with water efforts such as during emergencies and recovery. 3. Identify key water and land use issues such as promoting long-range water sustainability and addressing the nexus of water supply and housing affordability, and water related to growth. 4. Identify Implementation Levers and Roles – ranging from leading the way in showcasing water-wise principles at County facilities; planning modeling and analysis; regional convening; public education and engagement; fees and revenues to fund incentives and programs related to water efficiency, instream flow rights, water sharing and banking, etc.; and regulations; and legislative advocacy. 5. Identifying related efforts in the region and stakeholder comments. Additional input since the Existing Conditions Report was completed and from the County Planning Commission and Board of County Commissioners at a work session in October 2022 about related and other topics that might be pertinent to include in this plan include: 6. Consider the urgency of the potential for a Compact Call on the Colorado River if Upper Basin states are unable to deliver the water they are required to send. 7. Recognize Tribal nations and water rights. 8. Address health and resiliency in the region. Understand nonprofit watershed coalitions and unique nonprofits that are doing work in this space and leverage their work on watershed health. Acknowledge that the region is uniquely positioned because of the Wild and Scenic River designation of the Cache la Poudre River. 9. Find ways to cut outdoor landscaping water use (by half or so) by using incentives and addressing water dedication requirements. Address raw vs. treated water requirements for outdoor water use. Along those lines, increase greywater use. 10. The scattered small systems and special water districts in the region seems untenable as the west faces more drought and as infrastructure ages. Identify solutions to address sustainability of districts and water provision to existing customers. There may be opportunities for grant funding or financing for small providers, perhaps more shared management or collaboration, or maybe model plans or best practices for infrastructure replacement. 11. Can the County foster and lead community education about water issues and conservation? 12. Consider and address the nexus between housing affordability and water costs, especially the widely varying costs of new taps, and need for lower cost taps for smaller housing projects. Look at models that have successfully incentivized lower costs for certain housing projects. 13. Update Existing Conditions information as it relates to water diversions and return flows in the County. 14. Address water use and conservation in the Land Use Code. 15. Address the discrepancy in water diversions in Larimer County. https://www.larimer.gov/planning/water 7 4. QUALIFICATIONS: Qualifications, at a minimum, include the following and must be documented explicitly in your proposal: 1. Firm must have completed a minimum of (1) one project of similar size and scope within the last five (5) years (experience with FEMA grants is preferred). 2. Firm must have all required licenses and trained personnel necessary to perform the work required in this RFP before the contract signing date. 3. Key personnel must each hold a bachelor's degree in a related field (master’s degrees are preferred). 4. Key personnel must each have a minimum of three-years’ experience working on water policy, planning, and implementation. These are minimum (pass/fail) qualifications; proposals that do not meet these qualifications will be deemed NONRESPONSIVE and rejected. 5. SCOPE OF WORK: It is anticipated the Water Master Plan may take approximately 18-months to complete – beginning in early 2023 and concluding in late 2024. Note that each task will include public engagement, committee review, and refinement of the deliverables, as well as project management meetings and community and stakeholder meetings. The Consultant at a minimum, will provide, perform, and/or furnish the following: 1. Kick-off - public engagement plan, and committee formation. These initial steps include finalizing a robust community engagement plan and forming committee(s) will occur in early 2023. (Deliverable(s): Project schedule, Community and Stakeholder Engagement Plan, committee(s), and kick-off event(s).) 2. Inventory review and gap analysis. This task includes reviewing the existing plans and reports, including the Existing Conditions Report, and identifying any missing information or information that needs to be updated or refined. (Deliverable(s): Meetings as noted above, White Paper identifying gaps and organizing information that needs refinement and prioritizing work to be done in the next tasks.) 3. Refined vision and goals. This task includes refining work that was done in the foundational engagement and fine tuning and presenting vision and goals. (Deliverable(s): Meeting as noted above, Draft Vision and Goals for Water Master Plan.) 4. Mapping and analysis. This task includes completing gaps and building on work done through June 2022 on Existing Conditions Water Report, possibly basin focused. (Deliverable(s): Meetings as noted above, Draft maps and analysis at basin level.) 5. Identify additional risks and vulnerabilities. This task will provide deeper analysis related to watersheds, fire areas, flooding and impacts to water, and other topics. (Deliverable(s): Meetings as noted above, GIS analysis and maps and paper explaining Risks and Vulnerabilities.) 6. Identify implementation measures, mitigation, and other strategies. This task includes identifying the actions as a bridge to implementation which may include specific program changes, regulations or incentives, committees or collaborations, or other measures and mitigation to address hazards, water infrastructure, use and efficiency, watersheds and health, and other topics noted previously. (Deliverable(s): Meetings, Draft Actions.) 7. Compile and complete Water Plan for adoption. This task will include working with the public, Planning Commission, and Board of County Commissioners to prepare an initial public draft of the plan for review that carries forward the previous task deliverables, and then a revised adoption Draft Plan (to be completed likely early 2024). (Deliverable(s): Meetings, Draft Water Master Plan.) 8. Update Land Use Code. This task will address water conservation, hazards, and other topics related to water, land use and development in the Land Use Code and development review process, including fees and incentives (to be completed likely late 2024). (Deliverable(s): Meetings as noted above, Land Use Code amendments.) 8 6. INSURANCE: Larimer County is diligent about enforcing insurance requirements listed in all contracts. This diligence means that the County expects that all submitted proposals will include an Evidence of Coverage Certificate (EOC) that most closely meets the insurance coverage requirements listed (see example EOC below). Proof of Auto Liability and Workers’ Compensation insurance is waived if goods/products are not delivered to a County facility (delivery is made to roadway or private staging area), or they are delivered by a common carrier (i.e., private shipper or freight forwarder, etc.). BEFORE submitting your company proposal, confirm with your insurance carrier that your company can meet the insurance requirements published in the solicitation. Your company insurance coverages should be correctly noted in the most current EOC. NOTE: All Larimer County contracts require that the Award Vendor possess appropriate insurance at all times during the contract; these coverages are purchased at the company's expense. The County’s insurance requirements may necessitate a company adding or increasing coverage/limits, and those changes may impact pricing for the proposed project. These costs must be included in your pricing at the time of submission and will not be permitted to be added later. Upon Notice of Award, the Award Vendor will be required to submit a valid Certificate of Insurance (COI) that meets, at a minimum, the Insurance Requirements published in the solicitation (see example COI below). This valid COI must be received by Larimer County within 10 calendar days of the Notice of Award and must include Larimer County listed as Additional Insured and Certificate Holder. Work may begin after the COI has been approved by Risk Management. What Is An EOC/COI & How to Obtain A Copy An Evidence of Coverage (EOC) certificate is a statement that shows a company's insurance coverage, limits, and effective dates in addition to policy verification information. A Certificate of Insurance (COI) shows the same information BUT is created specifically for the contracted company with who the named insured is doing business. A COI also differs from an EOC in that it can provide Additional Insured coverage. An Additional Insured endorsement protects the named Additional Insured (Larimer County) under the named insured's (Awarded Company) policy - allowing the named Additional Insured to file a claim directly with the carrier of the named insured. There may be several points of contact at your company for obtaining an EOC and a COI. The employee at your company who regularly interacts with the company's insurance agent/broker to purchase insurance coverages or renew coverages may be able to supply an EOC and request a specific COI. In some companies, the employee in the Legal, Risk Management, or Human Resource Department responsible for handling insurance claims may be able to obtain a copy of the current EOC or request a COI. If the company insurance agent/broker has any questions, please have them reach out to the Larimer County Risk Management Division at (970) 498-5963 or via email at InsuranceCert@larimer.org. CERTIFICATE EXAMPLES: Evidence of Coverage EXAMPLE certificate - EOC.pdf Certificate of Insurance EXAMPLE - COI.pdf Failure to provide a properly formatted and valid Certificate of Insurance (COI) may create a delay in starting work or negate any award of business. Let's work together to get work done! INSURANCE REQUIREMENTS Prior to commencement of any work, contractor/vendor shall provide a Certificate of Insurance to Larimer County, 200 West Oak St., Suite 4000, Fort Collins, Colorado 80521 or InsuranceCert@larimer.org. The insurance required shall be procured and maintained in full force and effect for the duration of the Contract and shall be written for not less than the following amounts, or greater if required by law. Certificate Holder should be listed as Larimer County at the above address. mailto:InsuranceCert@larimer.org https://www.larimer.org/sites/default/files/uploads/2021/evidence_of_coverage_example_certificate_-_eoc.pdf https://www.larimer.org/sites/default/files/uploads/2021/certificate_of_insurance_example_-_coi.pdf 9 1. Workers' Compensation and Employers' Liability (waiver available if no employees) 1.1. State of Colorado: Statutory 1.2. Applicable Federal: Statutory 1.3. Employer's Liability: $100,000 Each Accident $500,000 Disease-Policy Limit $100,000 Disease-Each Employee 1.4. Waiver of Subrogation 1.5. A signed Workers’ Compensation waiver must be provided if the contractor/vendor is not required to carry Workers’ Compensation coverage per Colorado Workers’ Compensation Act (8-40-202(2)(b). 2. Commercial General Liability on an Occurrence Form including the following coverages: Premises Operations; Products and Completed Operations; Personal and Advertising Injury; Liability Assumed under an Insured Contract; Independent Contractors. Coverage provided should be at least as broad as found in Insurance Services Office (ISO) form CG0001. Minimum limits to be as follows: 3. General Aggregate Limit $2,000,000 4. Products & Completed Operations Aggregate Limit $2,000,000 5. Personal & Advertising Injury Limit $1,000,000 6. Bodily Injury & Property Damage Each Occurrence Limit $1,000,000 Other General Liability Conditions: 1. Products and Completed Operations to be maintained for one year after final payment. Contractor/Vendor shall continue to provide evidence of such coverage to the County on an annual basis during the aforementioned period (as appropriate). 2. Contractor/vendor agrees that the insurance afforded the County is primary. 3. If coverage is provided on Claims Made forms, the insurance shall continue for a period of not less than 3 years following termination of the agreement. The insurance shall have a retroactive date of placement prior to or coinciding with the commencement of the Term of the Agreement. 7. Commercial Automobile Liability insurance including coverage for all owned, non-owned, & hired autos. Limits to be as follows: 7.1. Bodily Injury & Property Damage Combined Single Limit $1,000,000 8. Professional Liability/Errors & Omissions $1,000,000 9. Minimum required limits set forth herein may be met by utilizing a combination of excess/umbrella policies in conjunction with primary insurance policies if necessary. 10. All Insurance policies (except Auto, Workers Compensation and Professional Liability) shall include Larimer County and its elected and appointed officials and employees as additional insureds as their interests may appear. The additional insured endorsement should be at least as broad as ISO form CG2010 for General Liability coverage and similar forms for Umbrella Liability. Additional Insured endorsement(s) shall be attached to the certificate of insurance that is provided to the county. 11. The County reserves the right to reject any insurer it deems not financially acceptable by insurance industry standards. Property and Liability Insurance Companies shall be licenses to do business in Colorado and shall have an AM Best rating of not less than A- VII. 12. Notice of Cancellation: Each insurance policy required by the insurance provision of this Contract shall provide the required coverage and shall not be suspended, voided, or canceled except after thirty (30) days prior written notice has been given to the County, except when cancellation is for non-payment of premium, then ten (10) days prior notice may be given. Such notice shall be sent directly to Larimer County, 200 West Oak St., Suite 4000, Fort Collins, CO 80521 or InsuranceCert@larimer.org. If the insurance company refuses to provide the required notice, the contractor/vendor or its insurance broker shall notify the County of any cancellation, suspension, non-renewal of any insurance within seven (7) days of receipt of insurers’ notification to that effect. 13. Subcontractors: If subcontractors are used by contractor/vendor in the performance of contracted services, all subcontractors are required to carry coverage with limits as listed in this document and the subcontractor must include Larimer County an additional insured as described in section VI. ANY DEVIATIONS FROM THE STANDARDS GIVEN ABOVE MUST BE APPROVED BY THE LARIMER COUNTY RISK MANAGEMENT DIVISION. 10 7. AWARD AND AGREEMENT: A formal agreement will be awarded to the vendor with the most responsible, responsive, reasonable proposal, deemed the best value, best fit, and most advantageous to Larimer County. To assist in the decision for award: interviews may be held, background checks may be performed, references may be contacted, and other inquiries may be taken to determine the abilities of the Contractor. A Sample of Larimer County’s “Professional Services Agreement” is included with this Request for Proposal as Attachment A - Professional Services Agreement. Any exceptions or requested additions to the attached agreement must be stated and submitted with your Proposal; these requests will not be accepted after the Proposal has closed. The County makes no guarantee of any changes or concessions but will review and consider all requests submitted. As stated on page one (1), this project is funded with federal funds and the Consultant must comply with all applicable federal laws, regulations, and requirements. Attachment A - Professional Services Agreement and read Exhibit D - CONTRACT PROVISIONS FOR NON-FEDERAL ENTITY CONTRACTS UNDER FEDERAL AWARDS, must be a part of any contract used. 8. EVALUATION CRITERIA: Proposal submittals will be individually evaluated and scored by each Evaluation Committee Member. The criteria below will be the basis for review of the written proposals. The rating scale will be for available points, receiving the maximum points available per criteria would be considered an outstanding rating. CRITERIA STANDARD POINTS AVAILABLE Scope of Proposal • Does the Consultant show an understanding of the project objectives, methodology to be used and results that are desired from the project? • Is the proposal clear, concise, and responsive to submittal requirements while introducing innovative and efficient approaches that may be of interest to Larimer County and FEMA? 25 Firm Capability • Does the Consultant’s previous projects and references provide proof of qualifications and understanding of Larimer County’s Scope of Work and that they have the experience and qualified personnel necessary to complete the scope of work? • Does the Consultant have the resources and capacity to successfully provide the services on-time and within budget? 20 Qualifications of Project Staff • Do the key staff members proposed for this project have the experience, qualifications, and availability to perform the requested services? 20 Approach • Does the Consultant appear to have the time required to complete tasks and meet project deliverable deadlines, and have they provided an overall project schedule? • Does the Consultant demonstrate an understanding of existing conditions, requirements, program objectives, sequence of work and methodology, FEMA grant process, and the results that are desired from the project? 20 Pricing • Is the Consultant’s pricing competitive, reasonable, and advantageous to Larimer County? • Is the fee structure based on the services to be provided? • Did the Consultant provide a total not-to-exceed price and break out pricing by task/line/deliverable item? 15 Maximum Possible Points = 100 11 9. PROPOSAL SUBMITTAL REQUIREMENTS: Following submission directions detailed starting on page one (1) of this solicitation, submit your non-redacted proposal addressing each of the following items in the order as outlined below. As time is of the essence, brevity is appreciated, all SUBMITTALS should be no more than 20 pages, with no significant font less than 10pt; all items listed below are to be included in the page count. Proposers should provide only the information requested, and present it in a clear, concise manner. Incomplete proposals, proposals that do not adhere to the page maximum, or proposals that do not address each of the following items in the order as outlined below may be rejected. NOTE: All parts of the proposal should be combined and submitted as one (1) single .pdf file; proposals comprised of multiple separate files or not as directed below are not acceptable and may be rejected. Proposers are encouraged, but not required, to provide one (1) redacted .pdf proposal, excluding any information that is not subject to disclosure under the Colorado Open Records Act (“CORA”), see page 2 for additional information. If we do not receive a redacted copy, the proposer’s original copy will be used to satisfy public records requests. 1. Signed Signature Page (page 12) 2. Explicitly describe/explain how your firm meets or exceeds the QUALIFICATIONS stated earlier in this RFP. Be specific with dates and details, as the minimum qualifications are a pass/fail and proposals that do not meet these qualifications will be deemed NONRESPONSIVE and rejected. 3. Complete and Submit Attachment B - BYRD Anti-Lobbying Amendment Certification. 4. Contract Requirements: 4.1. Contract Template: The County’s Professional Services Agreement (Attachment A) including the Contract Provisions for Non-Federal Entity Contracts Under Federal Awards (Exhibit D) will be used as the template for the contract between the County and the award vendor. State any exceptions or requested additions to the Agreement. These requests may not be accepted after the Proposal has closed. The County makes no guarantee of any changes or concessions but will review and may consider requests submitted. 4.2. Limitations of Liability: Do you require a Limitation of Liability provision in the final contract? The County is unlikely to accept a Limitation of Liability provision due to Colorado Constitution Article XI, §1 and §2. Specifically address your firm’s position on agreeing to this contract term. 5. History of Firm and area of expertise (limited to one (1) page). 6. Highlights of past similar work the firm and its key personnel have completed (limited to three (3) pages). 7. References from three (3) former or current clients within the past five (5) years (name, address, email, phone, project title, project completion date) (limited to one (1) page). 8. Resumes for key personnel (limited to two (2) pages). 9. Pricing: Project budget to include total not-to-exceed price and broken out by task/line/deliverable item (limited to one (1) page). 10. Insurance Evidence of Coverage Certificate (EOC) or Certificate of Insurance (COI) that most closely reflects the insurance requirements described in this solicitation. 10.1. Provide a copy of your EOC or COI that most closely covers the requirements as specified in 10.2. this RFP. 10.3. Provide statements to answer the following questions: 10.3.1. Does coverage meet minimum project requirements? 10.3.2. Can this coverage be extended for work on this project? 10.3.3. Can coverage be increased? 10.3.4. Can the County be listed as an additional insured? https://www.sos.state.co.us/pubs/info_center/laws/Title24/Title24Article72Part2.html 12 SIGNATURE PAGE ADDENDA: The proposer acknowledges the receipt of the following Addenda: Addendum Number Date of Addendum Date Received ________________ ___________________ _______________ ________________ ___________________ _______________ The undersigned certifies that he/she has examined the specifications and instructions to proposers and has submitted a proposal in full compliance and without collusion with any other person, individual or corporation. All employees hired to perform labor or services in the United States after November 6, 1986, will have completed Form I-9, Employment Eligibility Verification, and the undersigned certifies they participate in the E- Verify Program or Department Program to verify the employment eligibility of all new employees. SIGNED: _____________________________________ TITLE: ___________________________________ PRINTED NAME: ________________________________________________________________________ FIRM: _____________________________________ UNIQUE ENTITY ID (DUNS): _____________________ ADDRESS: ______________________________________________________________________________ CITY: _______________________________ STATE: ______________________ ZIP: ________________ DATE: _____________________________________ TELEPHONE NUMBER: ______________________ EMAIL ADDRESS:________________________________________________________________________ Provide the following information for the individual who will serve as the primary contact for your organization for technical and contractual clarifications during the RFP process, if different than the signatory: PRIMARY CONTACT NAME: TITLE: ADDRESS: PHONE NUMBER: FAX NUMBER: EMAIL ADDRESS: For further information regarding this request for proposal, P22-27, please contact Purchasing Agent Les Brown, at (970) 498-5954, or brownxld@larimer.org. mailto:em@il@larimer.org