HomeMy WebLinkAboutAction Resolution 80-26 Attachment 31 RFQ/RFP – Design and Engineering Services | 2026 Estes Park Public Safety facility
Request for Qualifications /
Request for Proposals
Design Services for the
Estes Park Public Safety Facility
Wednesday, March 11, 2026
Derek Pastor
Project Manager
Town of Estes Park
170 MacGregor Ave
Estes Park, CO 80517
dpastor@estes.org
970-577-3957
Proposals due by 2:00 PM MT
Wednesday April 8, 2026
Attachment 3
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TABLE OF CONTENTS
TABLE OF CONTENTS .................................................................................................. 2
I. PROJECT DETAILS ................................................................................................. 4
Project Summary ................................................................................................. 4
Project History ..................................................................................................... 6
Proposal Schedule .............................................................................................. 8
Project Funding ................................................................................................... 9
Proposal Documents ......................................................................................... 10
Mandatory Pre-Proposal Meeting & Written Questions ..................................... 10
Proposer Communication & Requests .............................................................. 11
II. PROJECT OVERVIEW ............................................................................................. 12
Scope of Services ............................................................................................. 12
Addenda to RFQ/RFP ....................................................................................... 23
Professional Services, Time & Fees .................................................................. 24
Method of Payment ........................................................................................... 24
Award of Contract .............................................................................................. 24
Material Ownership ........................................................................................... 25
Term of Contract ............................................................................................... 25
III. INSTRUCTIONS TO PROPOSERS ......................................................................... 25
Organization of the Proposal ............................................................................. 25
Proprietary Information ...................................................................................... 28
Rejection Of Proposal ....................................................................................... 28
REVIEW OF TOWN’S STANDARD CONTRACT .............................................. 28
Use of Subconsultants ...................................................................................... 28
Disadvantaged Business Enterprise (DBE) ....................................................... 29
Insurance Requirements ................................................................................... 29
Proposal Review, Evaluation & Selection Process ............................................ 29
Selection Criteria ............................................................................................... 30
General Requirements ...................................................................................... 31
Site Parameters ................................................................................................. 32
Deliverables ....................................................................................................... 32
Town Representatives ....................................................................................... 32
Project Schedule ............................................................................................... 32
Supplemental Consultant Guidelines ................................................................ 32
Protest Procedures ............................................................................................ 34
Accessibility Notification .................................................................................... 35
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IV. EXHIBITS ................................................................................................................ 36
Exhibit 1 – TOEP Acceptance of Conditions Statement .................................... 36
Exhibit 2 – Consultant’s Personnel & Subconsultant Listing ............................. 37
Exhibit 3 – TOEP Reference Authorization & Release Form ............................. 38
Exhibit 4 – TOEP Professional Services Contract ............................................. 39
Exhibit 5 – TOEP Design Guidelines ................................................................. 58
Exhibit 6 – TOEP Environmental Sustainability Task Force Final Report .......... 58
Exhibit 7 – Space Needs Analysis ..................................................................... 58
Exhibit 8 – Conceptual Site Plan Design ........................................................... 58
Exhibit 9 – Improvement Survey and Topo Plat ................................................ 58
Exhibit 10 – Geotechnical Survey and report .................................................... 58
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I. PROJECT DETAILS
PROJECT SUMMARY
The Town is seeking proposals from Consultants to design and manage the construction
of a new Public Safety facility. The project consists of a 2-story facility, approximately
30,000 square feet in size.
The ideal consultant team will have extensive experience in law enforcement, emergency
services and government facility design throughout Colorado. The successful consultant
team will provide a turnkey solution, spanning from schematic design and community data
collection through the delivery of final construction documents and construction
management assistance.
Required disciplines include:
• Architectural Design Services • Structural Engineering
• Civil Engineering (including Traffic
Studies)
•
(MEP) Engineering
••
••
•
FF&E and Wayfinding
•
Community Engagement and Site Details:
Active community engagement is a core requirement for this project. The Town expects
the consultant to lead efforts in collecting public data and feedback, ensuring those
insights are meaningfully incorporated into the facility’s design.
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To support the project’s start, the Town will provide existing topographic maps and utility
site plans. Exhibit 9 is an Improvement Survey Plat study. Geotechnical investigations
and final report are currently being finalized and will be shared with the consultant upon
completion.
The Town also has an interest in evaluating alternative energy-efficiency options such as
solar or wind energy along with storage solutions for each. The successful consultant
team will have demonstrated expertise with this.
The successful consultant team shall enter into a contract with TOEP for complete
professional services including, but not limited to, the following:
1. Schematic and Design Development
2. Final Design / Construction Documents
3. Bidding Documents Preparation
4. Construction Administration
The central goal of this project is to provide a modern Public Safety facility, while also
aligning with the character of downtown Estes Park. It is the intent of the Town to have
100% Construction Documents completed within Q4 of 2026 or Q1 2027 (This timeline
may be affected by the awarding of grants; more information described below) and
construction complete by the end of 2030.
The selected consultant must work in partnership with TOEP’s Internal Planning Team
(IPT; this includes the Project Manager, select members of the Town of Estes Park Police
Department, and select members of additional Town Departments), the community, and
other local stakeholders to ensure that the various requirements and concerns are
addressed. Any environmental impacts or effects on existing land use resulting from the
construction of this new building must be identified, mitigated, and planned for in the
designs. This includes, but not limited to, wildfire mitigation, flood management, and
wildlife impacts.
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The Town’s preference for this project is a Construction Manager / General Contractor
delivery method to engage a construction contractor early in the process to aid in
efficiency and assist with construction design and materials. The Town will maintain
project oversight, decision-making and financial responsibility. The Consultant team will
design the building based on owner feedback and contractor input. The Contractor will
perform regular plan reviews, value-engineering ideas as needed, scheduling timelines
and eventually construction costs.
PROJECT HISTORY
The Estes Park Police Department (EPPD) provides professional public safety services
in partnership with the community to enhance the quality of life for residents and guests.
The EPPD has a staff (officers, support, volunteers) of more than 50 and is currently
operating out of the Town Hall building. As the staff and needs have grown, so has the
need for a new, modern building.
In addition to the daily operations, which includes responding to emergency and non-
emergency calls for service, proactive policing, investigations, and the safe flow of
pedestrian and vehicle traffic through enforcement of traffic laws, the EPPD also offers a
wide array of additional services. Those services consist of the Estes Park Emergency
Communications/Dispatch Center, Records Unit, Restorative Justice Partnership, Police
Auxiliary, Property Room, Evidence Processing, and numerous community services. The
new building will incorporate these services, include a multi-purpose meeting space
capable of serving as an Emergency Operations Center when needed, and space for
additional services such as the Larimer County Sheriff’s Office.
The Town of Estes Park (Town/ TOEP) Police Department facility is currently located in
Town Hall which was originally constructed as a public school in the 1930s and converted
to Town Hall in 1974. According to the Town’s 2022 Facilities Master Plan (Facilities
Master Plan):
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“The current police facility in Town Hall is entirely inadequate. The
department has been shoe-horned into a space that jeopardizes the Police
Department’s ability to respond to emergencies and keep offices, staff, and
residents safe.”
The Facilities Master Plan key findings recommend that the police department should not
be in the Downtown area due to safety concerns. Instead, it should be planned and
constructed outside of Downtown.
The Town Board of Trustees (Town Board) has been considering options to address this
issue and has included the design and construction of a new Public Safety facility as one
of its key strategic objectives. The Town has recently identified an approximately 3-acre,
town-owned parcel of land for this new facility.
In 2025, TOEP engaged with consultants to conduct space needs analyses and
programming needs. Additionally, various potential sites were reviewed and evaluated,
and site plan diagrams were created for the top sites. TOEP has identified the site of the
future Public Safety facility and a conceptual site plan has been created. This site plan
along with the space needs analysis will be critical for the future design development.
With the work already completed to conduct space needs analyses, preliminary site plan
designs, and conceptual design for the building, these documents will be used by the
selected consultant team to advance the preliminary design efforts into schematics
designs and construction documents. The Town is not looking to deviate from the current
design plans, unless there is an unforeseen necessity justifying significance changes.
The Consultant will meet with TOEP Internal Planning Team (IPT) early and often
throughout this process. The consultant will also take an active role in all community
engagement strategies and meetings working in coordination with the Town’s Project
Manager and Public Information Officer.
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TOEP is also anticipating the current traffic flow of the identified parcel will be impacted
by the additional traffic caused by this new building and responding emergency vehicles.
The consultant team should have experience with traffic impact and traffic engineering.
Traffic Impact Studies (TIS) will be required to be performed by the consultant. The Town
is anticipating the need for an Intermediate TIS (LCUASS, Chapter 4). The consultant
should coordinate with the Project Manager to determine the peak days/times and
required intersections for this study.
PROPOSAL SCHEDULE
The following is a proposed schedule for the project with key milestones identified.
Event Start Date End Date
Qualifications/Proposals
(RFQ/RFP) Advertisement
Wednesday, March 11, 2026 Wednesday, March 11, 2026
Mandatory, In-Person (2:00 PM) Wednesday, March 18, 2026 Wednesday, March 18, 2026
Interviews, and Fee Negotiation Thursday, April 9, 2026 Thursday, April 30, 2026
All future milestones, community engagement events, meetings/presentations will be
coordinated between the consultant and IPT.
* Meetings subject to Consultant feedback and input
• Internal Planning Team review meetings: 12:00pm-2:00pm (subject to change)
• Town Board Meetings: Tuesdays, 7:00pm-9:00pm, specific day/time TBD
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• Community Development Plan Review: Tuesdays, 10:00am-12:00pm, specific
day/time TBD
• Community engagement and public presentations days, times, and locations TBD
The Town is anticipating the following in-person meetings with the consultant:
• Community engagement events (4)
• Design review with IPT (4)
• Town Board meetings (2)
• Scenario testing with IPT (2)
• Community Development Plan Review Team meetings (2)
Consultant should also plan for every other week virtual project coordination meetings
with the Town Project Manager to resolve issues and maintain forward progress on the
design effort. Once construction begins, the consultant should plan for on-site visits
every other week for the duration of the construction.
PROJECT FUNDING
Funding for the advancement of the current design is provided by the 2026 Capital
Improvement Projects budget.
Funding for the additional aspects of this project (Construction Management Assistance,
CM/GC, Construction, etc..) is being finalized. The Town is utilizing preliminarily
construction cost estimates of $30M (Hard and Soft costs) for financing purposes.
The Town is also exploring grant opportunities for the design and construction phases.
One of the grants identified will announce awards in April, with an executed contract
expected in August. Pending the decision of this grant, initiating any design-related work
may be delayed until the grant contract is finalized.
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P ROPOSAL DOCUMENTS
Request for Qualifications documents can be obtained through Rocky Mountain E-
Purchasing System (BidNet) at Bidnet.com or found on the Town’s website at
www.estes.org/RFP
The Town of Estes Park, Colorado will receive sealed Proposals for the Design of the
Public Safety facility until Wednesday April 8, 2026.
Bids may be submitted via one of the following methods:
1. BidNet: Response to the solicitation on Rocky Mountain E-Purchasing System at
bidnetdirect.com; or
2. Email to Derek Pastor, Project Manager (dpastor@estes.org); or
Hand-delivered or late proposals will not be accepted or considered.
The documents are available on bidnetdirect.com as well as on the Town’s website at
www.estes.org/RFP. Interested bidders are responsible for verifying receipt of all
applicable documentation, including any associated addenda. TOEP cannot guarantee
accurate information obtained from sources other than BidNet.
MANDATORY PRE -PROPOSAL MEETING & WRITTEN QUESTIONS
A Mandatory PRE-PROPOSAL CONFERENCE will be held IN-PERSON, ON-SITE
Wednesday March 18, 2026 at 2:00 PM MT. The location is the NW corner of Community
Drive and Manford Avenue, Estes Park, CO 80517 (see map below for specific meeting
location). In the event of inclement weather, a notice will be posted on BidNet for an
alternative meeting option.
This will allow all interested parties the opportunity to ask any clarifying questions
regarding the proposed scope of work, and gain a better comprehensive understanding
of the desired outcome of this project.
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All comments, questions/answers and clarifications during this pre-proposal meeting will
be summarized and distributed (via BidNet and the Town website) in the form of an
addendum. Prospective offerors may also submit any additional written inquiries
concerning the requirements of this solicitation to Derek Pastor via BidNet or e-mail
(dpastor@estes.org) by 5:00 PM (MT) Wednesday March 25, 2026. Offerors are
reminded that any changes to the RFQ/RFP will be by written addenda only and nothing
stated verbally shall change or qualify in any way any of the provisions in the RFQ/RFP
and shall not be binding on TOEP.
P ROPOSER COMMUNICATION & REQUESTS
All correspondence, communication and/or contact regarding any aspect of this RFQ/RFP
shall be with TOEP representative identified below.
Town of Estes Park
Derek Pastor, Town Project Manager
170 MacGregor Avenue, Room 100
Estes Park, CO 80517
Phone: 970-577-3957
Email: dpastor@estes.org
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Prospective Consultants and their representatives shall not make any contact or
communicate with any members of TOEP, other than Derek Pastor, Town Project
Manager, regarding any aspect of this RFQ/RFP.
At any time during this procurement, up to the time specified in “Proposal Schedule,”
prospective Consultants may submit a request for a clarification or interpretation of any
aspect or requirement of the RFQ/RFP. All questions and subsequent answers will be
included in addendum documentation.
If it should appear to a prospective Consultant that the scope under the contract, or any
of the matters relating thereto, is not sufficiently described or explained in the RFQ/RFP
or contract documents, or that any conflict or discrepancy exists between different parts
thereof or with any Federal, State, or local law, ordinance, rule, regulation, or other
standard or requirement, then the offeror shall submit a written request for clarification to
TOEP within the time period specified above.
II. PROJECT O VERVIEW
S COPE OF S ERVICES
The purpose of this section is to provide qualified Consultants with the needed information
to enable them to prepare and submit a proposal for design and construction
management assistance for the new Estes Park Public Safety facility.
This RFQ/RFP will include an hourly rate fee schedule. No other pricing should be
included with the RFQ submission. Selection of the preferred firm will be based on
qualifications, and interviews if deemed necessary by the project team. Upon selection of
the preferred consultant team, TOEP will use the RFP provided to finalize a detailed
Scope of Services and fee. If subsequent fee negotiations are unsuccessful, TOEP
reserves the right to negotiate with the next highest-scoring candidate.
The successful Consultant shall enter into a contract with TOEP for complete professional
services to include the following phases:
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PART 1. SCHEMATIC DESIGN PHASE
The Consultant shall progress the provided conceptual designs that satisfy the required
needs, make effective and efficient use of the space(s), incorporate ideas of additional
desired features as space allows, demonstrate mitigation strategies for the loss of public
use space, and contribute to and match the aesthetic elements of the Town of Estes Park
described below to create a 30% Schematic Design. The Town is not looking to deviate
from the current design plans, unless there is an unforeseen necessity justifying
significance changes.
Based on the documentation provided, the Consultant team will begin the design of the
new Public Safety facility and preparation of civil site (on-site and off-site) work
documents. The Consultant shall work to provide complete architectural, site planning
and engineering services for building components, mechanical and electrical systems,
foundation and structural design, surveying, civil and geotechnical engineering,
transportation and drainage engineering, and landscape and life safety designs as
needed for this project. The Consultant shall gather information from the IPT and
Stakeholders will incorporate value engineering suggestions during this process for TOEP
to review based on the OPCC if necessary.
The consultant will facilitate a Scenario Testing exercise with the IPT. This analysis will
identify how workflow actions and operational activities occur and interact with each other
in the new building and help to identify any possible conflicts or modifications needing to
be made. The following aspects will be considered during the testing:
• Specificity • Exact Location • Anticipated Use
Durability Description Mislabeled Items
Missing / Excluded Items Missing Details
The Consultant will also create the required documentation required for the Development
plan, preliminary Subdivision plan and establishment of a Right-Of-Way. These plans will
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be reviewed and commented on by the Community Development Planning Review Team.
Any comments, clarifications, or corrections will need to be addressed as the design
progresses.
These designs will be vetted by the identified key stakeholders. There will be a period of
public comment to help in gaining additional feedback. At the conclusion of this phase the
Consultant shall seek support and direction from the IPT.
The Consultant shall design the various elements of the project within all currently
adopted building codes and standards, IACP Police Facilities Planning Guide, TOEP
policies, criteria and development codes, individual utility requirements, and design
criteria. It is the responsibility of the proposer to become fully familiar with these
requirements and include these costs within this proposal:
• Design Criteria: All designs shall be developed considering, but not limited to, the
following criteria. These criteria are to be used as guidelines in the development of the
project. These are not intended to be all-encompassing or conclusive in all design
respects. The successful Consultant(s) will be encouraged to expand on the criteria
to produce the best possible design within the constraints of the program needs, the
construction budget, the confines of the site, and space limitations, while conforming
to the desired performance of the project. Achieving superior design quality regarding
building aesthetics, materials, construction, and function is one of the Town’s major
objectives for this project. Proposers must demonstrate previous successful projects
in this regard. It is the Town’s desire for the design to provide efficient and appealing
structural elements for the new Public Safety facility. The Town encourages innovative
designs, in creative combinations to provide for both interior and exterior aesthetic
innovation while meeting the needs of the program. The useful design life for the
proposed buildings is recognized to be 50 years or more. (Exhibit 5 – Town of Estes
Park Design Guidelines)
• Estes Park Character: The facilities and project designs shall be required to be in
conformance with Town regulations and with Estes Park’s natural setting. It is
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important that the new Public Safety facility promotes compatibility with its
surroundings and establishes environmentally conscious and sustainable building
standards.
• Accessibility: The project shall be universally designed with products and
environments to be usable by all people, to the extent possible, without the need for
adaptation or specialized design. The accessibility of the project shall meet all adopted
regulations that govern the design and construction, including the latest addition of
ANSI A117.1 identifying the technical guidelines for accessibility as well as the current
Americans with Disabilities Act (ADA) rules outlining the accessibility requirements.
These improvements are intended to serve people of all ages and abilities.
• Utilities Site Design Criteria: The project will require new utilities to serve this
building. These improvements will be needed on the site itself but may also require
utility improvements offsite which may include electric, water, gas, and sewer. An
Improvement Survey Plat study is currently underway and will be passed on to the
consultant once finalized. Topographic maps and existing utilities site plans will be
provided as well. Any additional geotechnical will be coordinated by the Town. Traffic
Impact Studies (TIS) will be required to be performed by the consultant. The Town is
anticipating the need for an Intermediate TIS. The consultant should coordinate with
the Project Manager to determine the peak days/times and required intersections for
this study. Any additional surveys sufficient to design the project, develop bid
documents, and comply with the site plan requirements of the development code need
to be identified in the Consultant’s proposal.
• Community Development Plan Review: The Consultant will be required to submit a
Development Plan and Subdivision Plan to be reviewed by the Town’s Community
Development Review Team. This includes a site plan consisting of existing and
proposed new utilities, existing buildings/property lines, and a grading/drainage plan.
(Contractor will be responsible for requesting a dig test prior to construction.) The
Consultants shall assist in determining the best alternative for the Town regarding site
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development constraints and utility requirements. Upon resolution of these issues, the
Consultants shall assist the Town with any agreements or entitlements that will be
required between the Town and the utility providers and design the improvements for
inclusion in the civil site bid documents. The Consultant should refer to the Estes Park
Development code (Appendix A) for specific requirements.
https://library.municode.com/co/estes_park/codes/development_code?nodeId=ESP
ADECO
• Environmental Criteria: The consultant shall meet or exceed all environmental
requirements that govern the design and proposed work. The design will require
approval from all agencies that may have jurisdiction over the work. This may include,
but not be limited to, the Town of Estes Park, Larimer County, and the State of
Colorado. The Town will require that the Consultant’s proposed team have the
expertise to recognize all these requirements and include the work necessary in the
proposal to get the project approved with all agencies having jurisdiction and approval
authority over the work. (Exhibit 6 – Town of Estes Park Environmental Sustainability
Task Force Final Report)
• Energy Design Criteria: The Town will require that the consultant have substantial
background in mechanical and electrical engineering. The Town will look for
Consultants to develop alternatives in materials, HVAC, lighting, and recycled or
sustainable materials to reduce impacts to the environment. The Consultants shall
take advantage of all technologies regarding solar and wind energies. The Consultant
should also plan this design with sound and light pollution reducing strategies in mind.
The Consultant shall provide analysis of these alternative technologies and cost
benefits analysis to assist the Town in developing sustainable and environmentally
sound buildings and sites (see Exhibit 6 Town of Estes Park Environmental
Sustainability Task Force Final Report).
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The successful Consultant or team of Consultants shall be responsible for designing and
facilitating a community-informed design process. The IPT will assist the selected
Consultant in identification of key stakeholders and determination of the appropriate Town
approval processes for this project including, but not limited to, design
charettes/workshopping, surveys, presentations to the stakeholders, community and the
Town Board, and approval by the Town’s Planning Commission.
While the desired Public Safety facility will have a significant impact on the Town,
emergency service providers, and the community, the public must be actively encouraged
to participate in key external building finishes, landscaping and design evaluations. The
Consultant will be required to develop and document informed consent on the safety and
design needs and goals of the project from the stakeholders before progressing into
conceptual architectural design options.
The Consultant will review all available documents involving the space needs analysis
and programmatic needs, the site feasibility study of the new location, and developing
opinion of probable construction costs (OPCC) at various stages of design to assist with
evaluation of the schemes.
Part 1 Deliverables:
• 30% design set
• Scenario Testing with IPT
• Pre-Application Review of Development Plan and Preliminary Subdivision Plan for
review by Community Development
• Design of an inclusive community-informed design process, including preparation of
all printed and/or digital outreach materials
• Facilitate one (1) separate stakeholder and community outreach presentations with
Project Manager to include surveys, display boards and electronic/digital formats of
all preliminary drawings (30% set) and any reports required in this phase of work. This
includes copies of preliminary reports submitted to all agencies that govern and have
approval authority over the work.
• Internal Planning Team presentation
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• Town Board presentation
• Phase summary, including documentation of how the community process will inform
further designs
• One (1) electronic/digital (PDF) set
• Preliminary Opinion of Probable Construction Cost
PART 2. DESIGN AND LAND DEVELOPMENT PHASE (60% DESIGN)
After successful completion of the 30% Design phase, review, comments, and
programming phase the Consultant team will update the design of the new Public Safety
facility to create a 60% design set to include updating of civil site (on-site and off-site)
work bid documents. These design updates should also incorporate any comments from
the Community Development Planning Review Team. The Consultant shall continue
work to complete all Architectural, Site Planning, and Engineering services for building
components, mechanical and electrical systems, foundation and structural design,
surveying, civil and geotechnical engineering, traffic/transportation, landscape
architecture and drainage engineering, and interior design planning as needed for this
project. Additionally, the Design Criteria outlined above (Estes Park Character,
Accessibility, Utilities / Site Design, Environmental and Energy aspects) will be identified.
The consultant will incorporate value engineering suggestions during this process for
TOEP to review based on the OPCC if necessary.
These 60% design sets will be vetted by the identified key stakeholders. There will be a
period of public comment to assist in gaining additional feedback. At the conclusion of
this phase the Consultant shall seek support and direction from the IPT.
Part 2 Deliverables:
• 60% design set
• Design of an inclusive community-informed design process, including preparation of
all printed and/or digital outreach materials
• Facilitate one (1) stakeholder and community outreach presentations with Project
Manager to include display boards and electronic/digital formats of all preliminary
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drawings (60% set) and any reports required in this phase of work. This includes
copies of preliminary reports submitted to all agencies that govern and have approval
authority over the work.
• Phase summary, including documentation of how the community process will inform
further designs
• Internal Planning Team presentation
• One (1) electronic/digital (PDF) set
• Updated Opinion of Probable Construction Cost
PART 3. FINAL DESIGN AND CONSTRUCTION DOCUMENTS PHASE (100%
DESIGN)
After successful completion of the 60% design phase, review, comments, and
programming phase, the Consultant team will update the design of the new Public Safety
facility to create a 90% design set to include updating of civil site (on-site and off-site)
work bid documents. The Consultant team will continue refining the design further
preparation of the bid documents. This will include all architectural, site planning, and
engineering services for building components, mechanical and electrical systems,
foundation and structural design, surveying, civil and geotechnical engineering,
traffic/transportation, landscape architecture and drainage engineering, interior design
planning, and interior/exterior wayfinding as needed for this project. Additionally, the
Design Criteria outlined above (Estes Park Character, Accessibility, Utilities / Site Design,
Environmental and Energy aspects) will be identified. The Consultant will incorporate
value engineering suggestions during this process for TOEP to review based on the
OPCC if necessary.
The Consultant will facilitate a second Scenario Testing exercise with the IPT. This
analysis will identify how workflow actions and operational activities occur and interact
with each other in the new building and help to identify any possible conflicts or
modifications needed to be made. The following aspects will be considered during the
testing:
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•••
•••
• Missing / Excluded Items • Missing Details
• Identification of Contractor/Owner furnished, and Contractor/Owner installed
equipment
These 90% design sets will be vetted by the identified key stakeholders. At the conclusion
of this phase the Consultant shall seek support and direction from the IPT.
Community Development Criteria: With the assistance of the Project Manager, the
Consultant will be directed to seek approval from the Planning Commission and resolve
any variances identified. The consulting team will be required to prepare and propose the
project to the Planning Commission.
Comprehensive Design Documentation:
The signed and sealed documents must include the following items and any other reports
necessary for a complete project:
• Architectural and Structural: Comprehensive Architectural sets, Structural documents,
and Storm Shelter design (if applicable)
• Site and Infrastructure: Site documents, Civil plans, and Site Landscape/Landscaping
• MEP and Life Safety: Plumbing, HVAC/Mechanical, Electrical, and Life Safety
systems
• Specialized Systems: Security, Audio/Visual, and Technology/Communications
• Interior and Specialized Design: Furniture, Fixtures and Equipment (FFE),
Wayfinding, and Food Services
Bidding Support and Coordination: During the solicitation process, the Consultant shall
act as the technical lead by providing the following:
• Clarifications: Answering technical questions and providing guidance to the Town and
prospective bidders
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• Addenda: Preparing and supporting the issuance of any necessary addenda to the
bid package
• Cost Management: Providing a detailed Construction Cost Estimate template for use
during the bidding process
Part 3 Deliverables:
• Scenario Testing with IPT
• Internal Planning Team presentation
• Town Board presentation
• Pre-Application Review (follow-up) of Development Plan and Preliminary Subdivision
Plan for review by Community Development
• Phase summary
• All final report and drawings must be signed and sealed originals bearing the marks
of the Architect or Engineer of Record, including all necessary approval stamps from
governing agencies.
• 100% Construction Documents (One (1) electronic/digital (PDF) construction
document set updated with notes, comments, details, specifications, etc. sufficient for
contractor bidding)
• ACAD copies of all design drawings shall be provided on CD.
• Final Opinion of Probable Construction Cost (One (1) electronic/digital (PDF) of all
related bid documents and Construction Cost Estimate template for Contractor
bidding)
PART 4. CONSTRUCTION ADMINISTRATION PHASE
Upon selection of a general contractor by TOEP, the Consultant will assist the Project
Manager with clarifications of questions from the contractor, interpretations of drawings,
developing change order drawings, and review/approval of shop drawings for effective
completion of this project.
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Part 4 Deliverables:
• Where field conditions differ from the contract documents or disputes arise regarding
the bid documents, the Consultant shall resolve issues and document the resolution
to the satisfaction of TOEP. TOEP may require assistance in negotiating change
orders and developing design changes from the Consultant when TOEP requests a
change in Scope of Work. The work required to develop additional design,
specifications, and change orders shall be at a rate in conformance with the
agreement. The Consultant shall be responsible for the costs of any change orders
that are necessary due to errors or omissions of the Consultant’s work.
• Issue and evaluate supplementary instructions, responses to requests for information,
and proposal requests. These supplementary documents shall be submitted in writing
and organized in an acceptable format with TOEP’s requirements within seven (7)
calendar days of the request.
• Review and approve all submittals and structural shop drawings within fourteen (14)
calendar days.
• Answer questions and provide guidance and clarifications during the bid process.
• Prepare support for the preparation of addenda if necessary.
Proposed Consultant Meetings
Part 1 (Schematic Design 30%)
Project Kick-Off Consultant to meet with IPT to discuss strategies,
expectations and history of project.
Engagement #1 for design and safety input
Presentation Manager to Internal Planning Team based on
community feedback
Presentation Manager to Town Board
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Review #1 Subdivision Plan with Project Manager to
Community Development Plan Review Team
Part 2 (Schematic Design 60% )
Community
Engagement #2 for design and safety input
Presentation Manager to Internal Planning Team based on
scenario testing and community feedback
Parts 3 and 4 (100% Construction Documents, Construction Administration)
Scenario Testing #2 Review layout and programming with IPT In-Person
Schematic Design
Presentation (100%) Project Manager to Internal Planning Team
based on scenario testing and community
feedback
Review #2 Subdivision Plan revisions with Project Manager
to Community Development Plan Review Team
Presentation (100%) Project Manager to Internal Planning Team
based on scenario testing and community
feedback
(OAC) Meetings duration of construction
ADDENDA TO RFQ/RFP
TOEP reserves the right to amend the RFQ/RFP at any time. Any amendments to or
interpretations of the RFQ/RFP shall be described in written addenda. TOEP shall post
addenda for prospective Consultants to access through BidNet and on the Town’s
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website. It is the responsibility of prospective Consultants to access all addenda. All
addenda issued shall become part of the RFQ/RFP.
If TOEP determines that the addenda may require significant changes in the preparation
of proposals, the deadline for submitting the proposals may be postponed by the number
of days that TOEP determines will allow offerors sufficient time to revise their proposals.
Any new due date shall be included in the addenda.
PROFESSIONAL SERVICES, TIME & FEES
Following selection of a Consultant based on qualifications, experience, and other factors
(See Selections Criteria Section), TOEP will enter into fee negotiations and then a
contract agreement for professional services. Payments shall not exceed the total
contracted value. Subcontracting or specialty designers/engineers shall be line item
detailed (Exhibit 2 - Consultant’s Personnel and Subconsultant Listing), and an estimated
value identified for fee proposal and initial contract purposes, with final scope and fee
approved prior to commencing any work.
METHOD OF PAYMENT
Internal Services will process invoices for this project on a monthly basis. The amount of
such payment shall be based upon certified progress reports and billing covering the work
performed and based upon percentage (%) complete. The invoice will be submitted to the
Project Manager, as identified above, or another designee, for approval. In the event that
a new service is requested that is not listed in the proposal and included in the contract,
the Consultant and TOEP will negotiate an appropriate price and document the scope
and cost of the service on a change order prior to any extra work being done.
A WARD OF CONTRACT
A formal professional services contract will be awarded by TOEP to the responsive and
responsible proposing Consultant whose proposal, conforming to the RFQ/RFP and
according to the selection factors, will be most advantageous to TOEP. If chosen, the
Consultant will enter into an agreement with TOEP via Exhibit 4 - Professional Services
Contract. The executed contract will include a not-to-exceed contract amount. Invoicing
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shall be based on the Consultant’s hourly rate schedule provided in the proposal and will
not exceed the contract amount without a previously approved change order executed
with TOEP and the Consultant. Prior to signing the contract, the successful Consultant
shall acquire a Town Business License through the Town Clerk’s Office at
https://www.colorado.gov/pacific/townofestespark/businesslicensing.
M ATERIAL OWNERSHIP
All hard copy and electronic material submitted regarding this RFQ/RFP, presentations,
reports, analyses, and the final design documents becomes the property of TOEP and
will only be returned to the Consultant at TOEP’s option. TOEP has the right to use any
or all ideas presented in reply to this RFQ/RFP. Disqualification of proposer does not
eliminate this right.
TERM OF CO NTRACT
The term of the contract resulting from this RFQ/RFP shall be from the date of the
executed contract through contract date or final acceptance of the work. TOEP will
generate the Professional Services Contract in accordance with TOEP policy (Exhibit 4 -
Professional Services Contract). It is the intent of the Town to have 100% Construction
Documents completed within Q4 of 2026 or Q1 2027 (This timeline may be affected by
the awarding of grants described above) and construction complete by the end of 2030.
A contract term that is acceptable for both TOEP and the selected firm would be
negotiated upon selection.
III. INSTRUCTIONS TO P ROPOSERS
ORGANIZATION OF THE PROPOSAL
Eligibility to submit a proposal begins with the in-person, on-site attendance at a
mandatory pre-proposal conference to be held at 2:00 PM (MT) Wednesday March 18,
2026. The proposal shall be organized by the submittal format outlined below.
Organization and brevity are appreciated, proposals should be limited to no more than 30
pages, including required documentation. The sections of the RFQ/RFP shall be indexed
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with a table of contents per the seven (7) sections noted below in the submittal format,
for easy reference. Cost proposals for the services described must be submitted in a
separate submission from the RFQ.
1) Cover Letter: Identify the proposer’s name, mailing address, telephone number and
contact person(s). The letter must be signed by the proposer and should be limited
to two (2) pages.
2) Project Approach: Based upon the Scope of Services, project data provided in this
RFQ/RFP, and available supplemental data, provide a narrative description of the
work to be accomplished and the firm’s approach to completing the work. The
overview should articulate an understanding of TOEP's needs. The proposal should
include the firm’s design approach. The overview should describe the proposed work
and all applicable requirements and should be limited to four (4) pages.
3) Key Personnel & Firm Qualifications: Include background experience and
education for the primary members of the design team. The firm should demonstrate
previous experience in designing Police Department buildings, public safety facilities
or other government facilities. The primary contact for the firm should be clearly
defined. It is highly desired that the firm’s project manager has relevant experience in
architecture; civil engineering; surveying; structural and geotechnical engineering and
mechanical; electrical engineering; and transportation/traffic engineering. This
experience should be demonstrated. The design team should also have experience
in community engagement strategies. Identify the specific role and phase of
participation anticipated for this project and highlight the unique
elements/qualifications provided to the design team. Provide background information
including education, professional titles, related qualifications, specific roles in past
projects, and relevant experience. Include background information for all
subconsultants primary project team members. This should be limited to ten (10)
pages.
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4) Schedule & Availability: Provide a representative milestone schedule and
demonstrate your firm's ability to meet this schedule. Please confirm in writing that
your firm or team has the availability to meet this schedule. This should be limited to
one (1) page.
5) Exhibits: Review, complete, sign, and date Exhibits 1, 2, and 3. (3 pages)
6) Experience & References: Provide a list of at least three (3) previous project
references of similar scope completed or begun within the last five (5) years.
Specific expertise in designing Police departments or public safety facilities in
Colorado is expected of the qualified consultant. Include specific information about
each project that applies to the experience of your firm related to this RFQ/RFP.
Provide a list of references for projects that your firm has completed (and, if
applicable, at least one (1) of those projects should be for work that any sub-
consultants have performed with your firm, collectively as a team). This should be
limited to five (5) pages.
7) Hourly Rate Fee Schedule: Include the billable cost for each member of the
project team. No other pricing should be included with the RFQ submission. The
consultant is to indicate if the hourly fee rate is fixed over the term of the contract,
or an annual escalation is expected. Selection of the preferred firm will be based
on qualifications, and interviews if deemed necessary by the project team. Upon
selection of the preferred firm or team of firms, TOEP will work with the selected
team(s) to finalize a detailed Scope of Services and fee. If subsequent fee
negotiations are unsuccessful, TOEP reserves the right to negotiate with the next
highest-scoring candidate. This should be limited to one (1) page.
8) Cost Proposal: In a separate submission from the RFQ, provide a proposal for
services to expand the current site plan into conceptual designs and eventually
complete bid/construction documents. This proposal should identify the expected
fees for each of the identified phases:
• Part 1 – Schematic Design
• Part 2 – Design and Land Development
• Part 3 – Final Design and Construction Documents
• Part 4 – Construction Administration
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PROPRIETARY INFORMATION
All information included in any proposal that is of a proprietary nature must be clearly
marked as such. TOEP shall be held harmless from any claims arising from the release
of proprietary information not clearly designated as such by the proposing firm. In general,
it is not acceptable to TOEP to mark information other than financial data as proprietary
without the written authorization from the Internal Services Director. Failure to adhere to
this restriction could result in rejection of the entire proposal. TOEP has the right to use
any or all ideas presented in reply to this RFQ/RFP. Disqualification of the proposer does
not eliminate this right.
REJECTION OF PROPOSAL
The Town of Estes Park reserves the right to cancel this Request for Proposal; reject any
Proposal, in whole or in part; to modify the Scope of Work to be done as mandated by
budgetary requirements; and to waive informalities or irregularities in the Proposals
received, when it is in the Town's best interest to do so. The total cost of proposal
preparation, submission, and any travel or accommodations resulting from invitation to
interview shall be covered by the Offeror.
REVIEW OF TOWN’S STANDARD CONTRACT
As a part of submissions, all respondents must review the Town’s standard professional
services agreement, included as an attachment to this RFQ/RFP. By submitting a
response, the consultant acknowledges that they have reviewed the contract and must
identify any requested modifications, exceptions, or concerns with the terms and
conditions at the time of submission. Failure to do so will be interpreted as acceptance
of the contract as-is, and the Town reserves the right to reject any post-award requests
for changes.
USE OF SUBCON SULTANTS
The proposing firm shall indicate in the proposal any work intended to be performed by
subcontractors or persons outside of their firm (e.g., partnering firms, consultants, etc.).
The Offeror shall name the partner firms, if known, at the time of proposal submittal.
Partners and subcontractors shall be bound to meeting the same quality standards and
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schedules as the proposing firm. They will also provide the same level of documentation
(insurance & business licenses). See Exhibit 2 – Consultant’s Personnel and
Subconsultant Listing.
DISADVANTAGED BUSINESS ENTERPRISE (DBE)
TOEP, in accordance with Title VI of the Civil Rights Act of 1964, and Title 49, Code of
Federal Regulations (CFR), Department of Transportation (DOT), Part 21, for
nondiscrimination in federally-assisted programs, notifies all bidders and proposers that
it will affirmatively ensure that, in any contract entered into for this solicitation,
disadvantaged business enterprises will be afforded full opportunity to participate in the
solicitation process and will not be discriminated against on the grounds of race, color, or
national origin. There is no DBE requirement for this project; however, DBE participation
is strongly encouraged.
INSURANCE REQUIREMENTS
Insurance Certificates are not required with the proposal but shall be provided by the
selected management firm with the signed Professional Services Contract. TOEP must
approve the successful firm’s/firm(s) insurance prior to execution of the agreement by
TOEP Board of Trustees. The successful firm shall also acquire a TOEP Business
License prior to signing the agreement, at their own expense.
P ROPOSAL REVIEW , E VALUATION & SELECTION P ROCESS
Respondents should submit a comprehensive, but concise, RFQ/RFP submittal. Failure
of the respondents to provide any information requested in this RFQ/RFP may result in
disqualification of the submitted proposal.
Submittal Review: The Review Committee shall evaluate, and rank proposal submittals
based on alignment with the RFQ/RFP requirements, Submittal Format, and Review
Criteria. Interviews may be scheduled at TOEP discretion; however, TOEP reserves the
right to select a firm based on the qualifications only.
Interview of Finalists: At TOEP’s option, the field will be narrowed to the top responsive
proposers and they will be invited to interview with the review committee, in a to-be-
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defined format. The finalists will have approximately one (1) week to prepare their
presentation for the committee.
Cost Proposal Review: After the proposals have been ranked based on qualifications,
and interviews conducted, the Cost proposals will be evaluated for consideration of the
top-qualified candidate(s). TOEP will use the RFP provided to finalize a detailed Scope
of Services and fee. If subsequent fee negotiations are unsuccessful, TOEP reserves the
right to negotiate with the next highest-scoring candidate.
Disclaimer: Any Professional Services Agreement is subject to the review and approval
of TOEP Board of Trustees.
SELECTION CRITERIA
The objective of the Evaluation and Selection Committee will be to evaluate proposals
against the criteria set forth here-in:
SELECTION CRITERIA Point
Scope Understanding and Proposed Approach: Approach is clear and
concise and addresses this specific project. Understanding of the project
engineering plans, specs, and estimates for construction. Completeness
of approach to perform the Scope of Work expected to be incurred under
this project.
30 points
Qualifications of Project Staff: Project staff background, education, and
Consultant in community-informed design, Public Safety facility design,
bidding and construction management.
25 points
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Experience and Client References for Similar Projects: Performance
on time, within budget and scope; similar to this project in size and scope.
Management qualifications and company capability. Qualifications of the
managing work within a schedule and
provided for at least three recent clients for whom the firm has performed
services similar to the work outlined in the Scope of Services.
20 points
Adequacy of the Proposal:
proposal. Responsive to the RFP.
15 points
Availability and Schedule: Availability to perform the project upon Notice
to Proceed (if selected) and to complete the work in a timely (reasonable)
manner.
10 points
Total Points 100 points
Based on the point system, consultants will be ranked in order of their perceived ability to
perform the work. The top firms MAY be interviewed and, after interviews, points may be
re-evaluated.
G ENERA L REQUIREMENTS
The successful consultant shall:
• Have experience in all professional services requested in this RFQ/RFP, including
architecture, civil engineering, surveying, structural and geotechnical engineering as
well as mechanical and electrical engineering, and transportation/ traffic engineering.
Experience with landscape design and architectural features as well as interior design,
furniture/fixtures/equipment and interior/exterior wayfinding signage is also expected.
• Enter into a professional services contract with TOEP to provide design services for a
new Public Safety facility.
• Provide proof of and maintain insurance coverage for the duration of the contract
period as outlined in TOEP’s Professional Services Agreement.
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• Operate as an independent contractor and will not be considered employee(s) of
TOEP.
• Be paid on actual invoices as work is completed.
S ITE PARAMETERS
The selected Consultant will work closely with TOEP staff to develop improvements in a
manner that will minimize the impact to the citizens.
DELIVERABLES
The Consultant shall provide digital copies (PDF, Microsoft Word, Excel, etc.) of the plans,
specifications, and cost estimate for review by TOEP. Plans shall be developed for
printing on 11x17 paper at true half-scale. Documents for presentations to stakeholders
shall be a minimum of 18x24 inches.
Presentations to the IPT, stakeholders and/or Community shall be in the form of story
boards, visuals, handouts, digital presentations, or other options offered by the proposer.
T OWN REPRESENTATIVES
TOEP’s representative on this project will be Derek Pastor, Project Manager, Internal
Services Department. All progress meetings, project review, field meetings, day-to-day
work, and project-related contact will be coordinated through the Project Manager.
PROJECT SCHEDULE
The Consultant will provide an updated project schedule at the time of contract execution
and shall update the project schedule regularly throughout the design process. The
schedule shall identify tasks such as delivery of Plans, Specifications and Estimates
(PS&E) at various stages, and delivery of final bid-ready documents.
SUPPLEMENTAL CONSULTANT GUIDELINES
A. Preliminary and final designs for this project will be reviewed by the ITP (which include
the Project Manager, selected members of the Town of Estes Park Police Department,
and selected members of additional Town Hall Departments), Community
Development, and others.
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B. Design will primarily use standards from the Town of Estes Park, Larimer County, and
State of Colorado. Standards could include, but are not limited to, any combination of
the following: American Institute of Architects (AIA), National Society of Professional
Engineers (NSPE), Estes Park Development Code (EPDC), Larimer County Urban
Area Street Standards (LCUASS), International Association of Police Chiefs
Guidelines (IAPC), Americans with Disabilities Act (ADA), or Public Rights-of-Way
Accessibility Guidelines (PROWAG).
C. The plan documents will consist of, but not be limited to, the following formats: layout
and cover sheet, plan views, profile views, details, sketches, general and detailed
construction notes, construction explanation notes and details, and summary of
Owner/Contractor Furnished/Installed items (CF/CI; OF/CI; OF/OI). Plans should be
suitable for bidding and construction.
D. The specification documents will consist of, but not be limited to, the following formats:
Special Conditions, Standard Special Provisions, Project Special Provisions.
Specifications should be suitable for bidding and construction.
E. The Consultant shall submit all calculations necessary for best management practices
(BMPs), plan quantities, and other work related to producing the design documents.
F. TOEP staff, if available, may provide electronic or paper copies of available plats,
utility as-builts, or other related documents upon request. If these documents cannot
be provided by TOEP staff, the Consultant shall research and obtain all relevant
documents at their own expense. These documents will also become property of
TOEP.
G. The Consultant should plan a minimum of 16 live/in-person design meetings with
TOEP staff and/or stakeholders as outlined above. The Project Manager will work with
the Consultant to coordinate and meet with relevant TOEP stakeholders. The
Consultant will be responsible for supplying the requested documentation and
obtaining approvals. Additionally, the consultant should budget for bi-weekly virtual
project coordination meetings with the IPT to resolve issues and maintain forward
progress on the design effort.
H. The Consultant should plan to provide construction management assistance services
to assist TOEP during the bid advertisement period. These services may include but
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are not limited to: participating in the Construction Pre-Bid Meeting; developing
answers to contractor questions for addenda purposes; reviewing and approving
structural shop drawings; responding to Requests for Information, updating/revising
plans, and correcting any errors or inconsistencies found in the bid documents, which
may require printing a new “For Construction” plan set.
I. Any additional fees for engineering services or construction-related field change work
shall be preceded by a change order request produced by the Consultant. Approval
of any change orders will be required prior to commencement of any additional work.
J. Consultant shall collect all survey data as outlined in order to complete the design.
PROTEST PROCEDURES
Any person adversely affected by this solicitation shall file with the Town Clerk, Town of
Estes Park, P.O. Box 1200, Estes Park, CO 80517 a Notice of Protest, in writing, at least
five (5) calendar days prior to the date on which proposals are to be received. Protests
will be considered and responded to in writing prior to the proposal due date of
Wednesday April 8, 2026. If the protest is sustained, the proposal due date may be
delayed and an addendum issued to modify the due date or cancel the solicitation. If the
protest is denied, the proposal due date is upheld, and submissions will be required as
originally scheduled.
Any person adversely affected by a decision in connection with this solicitation shall file
a Formal Written Protest, in writing, within five (5) calendar days of receipt of the decision
with TOEP Project Manager.
The formal written protest shall state with particularity the facts and law upon which the
protest is based.
Protesters may not challenge the evaluation criteria or the relative weight of the evaluation
criteria or the formula for making an award determination.
Upon receipt of a formal written protest that has been filed in a timely manner, the Project
Manager shall stop the proposal solicitation process or the award process until the subject
of the protest is resolved by mutual agreement or by final action of TOEP Board of
Trustees.
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The Project Manager shall provide an opportunity to resolve the protest by mutual
agreement between the parties within seven (7) working days of receipt of a formal written
protest. If the protest is not resolved by mutual agreement within seven (7) working days,
the Project Manager and/or the protestor shall refer the protest to: Town Administrator,
Town of Estes Park, P.O. Box 1200, Estes Park, CO 80517.
TOEP Board of Trustees will review the protest and the Project Manager’s decision, and
either concur or reverse the decision at the next possible regular meeting of the Town
Board.
ACCESSIBILITY NOTIFICATION
The Town of Estes Park is committed to providing accessible information and services.
In accordance with State of Colorado law (House Bill 21-1110 and Senate Bill 23-244),
all vendors submitting proposals in response to this Invitation to Bid must ensure that any
documents submitted as part of the proposal process, and any future deliverables
provided under any resulting contract, are fully compliant with the State of Colorado’s
Technology Accessibility Standards.
TOWN OF ESTES PARK
Derek Pastor, PMP
Project Manager
Town of Estes Park
Public Works Department
970-577-3957
dpastor@estes.org
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IV. EXHIBITS
E XHIBIT 1 – TOEP ACCEPTANCE OF CONDITIONS STATEMENT
No employee, elected or appointed official of the Town of Estes Park, or any such
person’s spouse or dependent child has an existing or pending, direct or indirect,
financial, ownership or personal interest in the proposing firm of this Request for Proposal,
except as follows:
I/we hereby agree to all instructions, terms and conditions, and specifications contained
herein. I/we acknowledge receipt of the following Addenda:
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E XHIBIT 2 – CONSULTANT’S PERSONNEL & SUBCONSULTANT LISTING
Name Role
Add lines as needed on back.
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E XHIBIT 3 – TOEP REFERENCE AUTHORIZATION & RELEASE F O RM
(Proposer)
Proposer hereby authorizes Town to perform such investigation of proposer as the Town
deems necessary to establish the qualifications, responsibility and financial ability of
proposer. By its signature hereon, proposer authorizes owner to obtain reference
information concerning proposer and releases the party providing such information
named above and the Town from any and all liability to proposer as a result of any such
reference information provided.
Proposer further waives any right to receive copies of reference information provided to
the Town. An executed copy of this Reference Authorization and Release Form may be
used with the same effectiveness as an original.
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E XHIBIT 4 – TOEP PROFESSIONAL SERVICES CONTRACT
TOWN OF ESTES PARK
PROFESSIONAL SERVICES CONTRACT (example)
PROFESSIONAL SERVICES CONTRACT
For the engineering, architectural and design for the New Public Services/Emergency
Response Center as outlined in the Request for Proposal:
• Community-Informed Design & Programming
• Schematic Design (30% Design)
• Schematic Design (60% Design)
• Schematic Design (90% Design)
• Final Construction Bid Packet & Specifications
• Final Design / Construction Document (100% Plans and Specifications)
• Construction Management Assistance Services
The parties, the Town of Estes Park, Colorado (Town), a municipal corporation, and
Contractor Name, a Companies legal entity, whose address is Contractors Address, make this
Contract this __________ day of ____________________, 2025, at the Town of Estes Park,
Colorado, considering the following facts and circumstances:
1. RECITALS:
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1. Town desires to use the services of Consultant outlined in Consultant's Proposal; and
2. Consultant has agreed to provide the Services outlined in its Proposal, on the terms and
conditions stated in this Contract.
2. CONTRACT: This Agreement is a Contract, representing the entire and integrated
agreement between the parties and supersedes any prior negotiations, written or oral
representations and agreements. The Agreement incorporates the following Contract Documents.
In resolving inconsistencies between two or more of the Contract Documents, they shall take
precedence in the order enumerated, with the first listed Contract Document having highest
precedence.
The Contract Documents, except for amendments executed after execution of this Contract, are:
1. Change Orders;
2. Notice to Proceed;
3. This Contract;
4. The following Addenda, if any:
Number Date Page(s)
5. The following Special Conditions of the Contract, if any:
Document Title Page(s)
6. Notice of Award;
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7. Request for Proposals, containing XX pages, dated XXX;
8. Consultant's Proposal, containing XX pages, dated XXX; and
9. Insurance Certificates.
3. SCOPE OF SERVICES: Consultant shall provide and furnish at its own cost and expense
all materials, machinery, equipment, tools, superintendence, labor, insurance and other
accessories and services necessary to provide its Services in strict accordance with the conditions
and prices stated in the Contract Documents.
4. BEGINNING WORK AND COMPLETION SCHEDULE: The Consultant shall begin
services under this Contract upon receiving Town’s Notice to Proceed. Consultant shall timely
perform its Services, according to the Proposal Schedule outlined on page 5 of the Request for
Proposal and incorporated into this Contract or as otherwise directed by Town.
5. PRICE: The Town will pay Consultant for the performance of this Contract, not to
exceed Contract Price, as the Price for the total Services performed as stipulated in Consultant's
Proposal. This Contract does not create a multiple fiscal year direct or indirect debt or other
financial obligation. Each request for service shall incur a concurrent debt for that request
only. All financial obligations of the Town under this Contract are contingent upon
appropriation, budgeting, and availability of specific funds to discharge such obligations.
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6. TIME OF PAYMENTS TO THE CONSULTANT: The Consultant shall bill its charges
to the Town periodically, but no more frequently than once a month. Each bill shall contain a
statement of the time the primary employees spent on the Services since the previous bill, a brief
description of the Services provided by each such employee, and an itemization of direct
expenses. The Town will pay each such bill which it finds to be in accordance with this Contract
within forty-five days of its receipt. If Town questions any part of a bill, finds any part of a bill
does not conform to this Contract, or claims the right to withhold payment of any part of a bill, it
will promptly notify Consultant of the question, nonconformity or reasons for withholding.
7. QUALIFICATIONS ON OBLIGATIONS TO PAY: No partial payment shall be final
acceptance or approval of that part of the Services paid for, or shall relieve Consultant of any of
its obligations under this Contract. Notwithstanding any other terms of this Contract, Town may
withhold any payment (whether a progress payment or final payment) to Consultant under the
following conditions:
1. Consultant fails to promptly pay all bills for labor, material, or services of consultants
furnished or performed by others to perform Services.
2. Consultant is in default of any of its obligations under this Contract or any of the Contract
Documents.
3. Any part of such payment is attributable to Services not conforming to this Contract.
(Town will pay for any part attributable to conforming Services).
4. Town, in its good faith judgment, determines that the compensation remaining unpaid
will not be sufficient to complete the Services according to this Contract.
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8. CONSULTANT'S DUTIES:
1. Town enters into this Contract relying on Consultant’s special and unique abilities to
perform the Services. Consultant accepts the relationship of trust and confidence
established between it and the Town by this Contract. Consultant will use its best efforts,
skill, judgment, and abilities. Consultant will further the interests of Town according to
Town’s requirements and procedures, according to high professional standards.
2. Consultant has and will undertake no obligations, commitments, or impediments of any
kind that will limit or prevent its performance of the Services, loyally, according to the
Town's best interests. In case of any conflict between interests of Town and any other
entity, Consultant shall fully and immediately disclose the issue to Town and, without
Town's express approval, shall take no action contrary to Town's interests.
3. Consultant’s Services under this Contract shall be of at least the standard and quality
prevailing among recognized professionals of expert knowledge and skill engaged in the
Consultant's same profession under the same or similar circumstances.
4. Consultant's work, including drawings and other tangible work products provided to
Town, will be accurate and free from any material errors, and will conform to the
requirements of this Contract. Town approval of defective drawings or other work shall
not diminish or release Consultant's duties, since Town ultimately relies upon
Consultant's skill and knowledge.
5. The Contract Documents determine whether the Consultant's Scope of Services includes
detailed independent verification of data prepared or supplied by Town. Consultant will,
nevertheless, call to Town's attention anything in any drawings, plans, sketches,
instructions, information, requirements, procedures, or other data supplied to Consultant
(by the Town or any other party) that Consultant knows, or reasonably should know, is
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unsuitable, improper, or inaccurate for Consultant's purposes.
6. Consultant shall attend such meetings on the work stated in this Contract (Proposal
Schedule outlined on page 5 of the Request for Proposal), as Town requires. Town will
give reasonable notice of any such meetings, so Consultant may attend. Town will pay
for any meeting time exceeding Consultant’s total estimate of included hours, according
to Consultant’s fee schedule attached to Consultant’s proposal.
7. As applicable state and federal laws may require, Consultant will assign only persons
duly licensed and registered to do work under this Contract.
8. Consultant shall furnish efficient business administration and superintendence and
perform the Services in the most efficient and economical manner consistent with the
best interests of Town.
9. Consultant shall keep its books and records for Services and any reimbursable expenses
according to recognized accounting principles and practices, consistently applied.
Consultant shall make them available for the Town's inspection at all reasonable times.
Consultant shall keep such books and records for at least three (3) years after completion
of the Services.
9. TOWN'S DUTIES:
1. Town will provide full information to the Consultant on the Town's requirements in a
timely manner.
2. Town will assist the Consultant by providing such pertinent information available to
Town, including maps, studies, reports, tests, surveys and other data, as Consultant
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specifically requests.
3. Town will examine all tests, reports, drawings, specifications, maps, plans and other
documents presented by the Consultant to Town for decisions. Town will obtain the
advice of other consultants, as the Town thinks appropriate. Town will give decisions to
the Consultant in writing within a reasonable time.
4. Town will appoint a person to act as Town's representative on this Agreement. This
person will have authority to issue instruction, receive information, interpret and define
the Town's policies and decisions on the Consultant’s Services.
5. Town will give prompt written notice to the Consultant when the Town notices any
development that affects the scope or timing of the Services.
10. USE OF FINAL PRODUCT: Consultant may have limited involvement after the
completion of this Agreement and lacks control of the future use of Consultant's work. Except
for deficiencies in Consultant’s performance under this Agreement, future use and interpretation
of Consultant’s work is at the risk of Town or other users.
1. The Consultant will keep record copies of all work product items delivered to the Town.
11. OWNERSHIP OF DOCUMENTS AND OTHER MATERIALS: All drawings,
specifications, computations, sketches, test data, survey results, renderings, models, and other
materials peculiar to the Services of Consultant or Consultant’s subconsultants under this
Contract are property of Town, for its exclusive use and re-use at any time without further
compensation and without any restrictions. Consultant shall treat all such material and
information as confidential, and Consultant shall neither use any such material or information or
copies on other work nor disclose such material or information to any other party without Town's
prior written approval. Upon completion of Services, or at such other time as the Town requires,
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Consultant shall deliver to the Town a complete, reproducible set of all such materials. For
copyright ownership under the Federal Copyright Act, Consultant conveys to Town and waives
all rights, title and interest to all such materials in written, electronic or other form, prepared
under this Contract. Town shall have worldwide reprint and reproduction rights in all forms and
in all media, free of any claims by the Consultant or its subconsultants and subcontractors. The
Town's rights, granted above, in drawing details, designs and specifications that are Consultant's
standard documents for similar projects, and in Consultant’s databases, computer software and
other intellectual property developed, used or modified in performing Services under this
Contract are not exclusive, but joint rights, freely exercisable by either the Town or the
Consultant.
All design documents, including drawings, specifications, and computer software prepared
by Consultant according to this Contract comprise Consultant's design for a specific Project.
Neither party intends or represents them as suitable for reuse, by Town or others, as designs
for extension of that same Project or for any other project. Any such reuse without prior
written verification or adaptation by Consultant for the specific purpose intended will be at
user's sole risk and without liability or legal exposure to Consultant. Except as required for
performance under this Contract, Consultant's verification or adaptation of design
documents will entitle Consultant to additional compensation at such rates as the Consultant
may agree.
12. CHANGE ORDERS: Town reserves the right to order work changes in the nature of
additions, deletions, or modifications, without invalidating this agreement, and agrees to make
corresponding adjustments in the contract price and time for completion. All changes will be
authorized by a written change order signed by Town. Work shall be changed, and the contract
price and completion time shall be modified only as set out in the written change order.
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13. SERVICE OF NOTICES: The parties may give each other required notices in person or
by first class mail or by email to their authorized representatives (or their successors) at the
addresses listed below:
TOWN OF ESTES PARK:
Derek Pastor, PMP
Project Manager
170 Macgregor Ave
Estes Park, CO 80517
970-577-3957
dpastor@estes.org
CONSULTANT:
[Enter name, title & address of consultant's
authorized rep.,
14. COMPLIANCE WITH LAW: Consultant will perform this Contract in strict compliance
with applicable federal, state, and municipal laws, rules, statutes, charter provisions, ordinances,
and regulations (including sections of the Occupational Safety and Health Administration
[OSHA] regulations, latest revised edition, providing for job safety and health protection for
workers) and all orders and decrees of bodies or tribunals applicable to work under this Contract.
Consultant shall protect and indemnify Town against any claim or liability arising from or based
on the violations of any such law, ordinance, regulation, order, or decrees by itself or by its
subcontractors, agents, or employees. Town assumes no duty to ensure that Consultant follows
the safety regulations issued by OSHA.
15. PERMITS AND LICENSES: The Consultant shall secure all permits and licenses, pay all
charges, files, and taxes and give all notices necessary and incidental to the lawful prosecution of
its Services. Anyone conducting business in the Town of Estes Park is required a business
license which can be obtained from the Town Clerk’s Office.
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16. PATENTED DEVICES, MATERIALS AND PROCESSES: The Consultant shall hold
and save harmless the Town from all claims for infringement, by reason of fee use of any
patented design, device, material, process, or trademark or copyright and shall indemnify the
Town for any costs, expenses, and damages, including court costs and attorney fees, incurred by
reason of actual or alleged infringement during the prosecution or after completion of Services.
17. INSURANCE: Consultant shall, at its own costs, secure and continuously maintain
through the term of this Contract the minimum insurance coverages listed below, with forms
and insurers acceptable to Town. In addition, Consultant shall maintain such coverages for
the insurance listed in Paragraphs 17.1, 17.3 and 17.4 for two additional years. For any
claims-made policy, Consultant shall include the necessary retroactive dates and extended
reporting periods to maintain continuous coverage.
1. Professional Liability/Errors and Omissions for at least $1,000,000.
2. Workers' Compensation according to the Workers' Compensation Act of the State of
Colorado and Employer's Liability with limits of at least $500,000.
3. General liability, including contractual liability, of at least $1,000,000 per each
occurrence plus an additional amount adequate to pay related attorney's fees and defense
cost. Coverage shall include bodily injury, property damage, personal injury, and
contractual liability.
4. Comprehensive Automobile Liability with minimum limits for bodily injury and property
damage coverage of at least $1,000,000 per each occurrence plus an additional amount
adequate to pay related attorneys' fees and defense costs, for each of Consultant's owned,
hired or non-owned vehicles assigned to or used in performance of this Contract.
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5. Valuable Papers insurance in an amount adequate to assure the restoration of any plans,
drawings, field notes, or other similar data related to the services covered by this Contract
in case of their loss or destruction.
6. The required general liability and comprehensive automobile liability policies shall
contain endorsements to include Town and its officers and employees as additional
insureds. The required professional liability and workers’ compensation policies or
coverages shall not contain endorsements including the Town, its officers or employees
as additional insureds. Every policy required above shall be primary insurance. Any
insurance or self-insurance benefits carried by Town, its officers, or its employees, shall
be in excess and not contributory to that provided by Consultant.
7. Consultant shall, upon request, provide Town a certified copy of each required policy.
8. As evidence of the insurance coverages required by this Contract, before beginning work
under this Contract, Consultant shall furnish certificates of insurance certifying that at
least the minimum coverages required here are in effect and specifying the liability
coverages (except for professional liability) are written on an occurrence form to:
Town of Estes Park
170 MacGregor Avenue
PO Box 1200
Estes Park, CO 80517
Attention: Derek Pastor, Project Manager
With the exception of professional liability and workers’ compensation, policy or
policies providing insurance as required will defend and include the Town, its Board,
officers, agents and employees as additional insureds on a primary basis for work
performed under or incidental to this Contract. Required insurance policies shall be
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with companies qualified to do business in Colorado with a general policyholder’s
financial rating acceptable to the Town. The policies shall not be cancelable or subject
to reduction in coverage limits or other modification except after thirty days prior
written notice to the Town. General liability and automobile policies shall be for the
mutual and joint benefit and protection of the Consultant and the Town. These policies
shall provide that the Town, although named as an additional insured, shall
nevertheless be entitled to recover under said policies for any loss occasioned to it, its
officers, employees, and agents by reason of acts or omissions of the Consultant, its
officers, employees, agents, sub-consultants, or business invitees. They shall be
written as primary policies not contributing to and not in excess of coverage the Town
may carry.
9. If Consultant is self-insured under the laws of the State of Colorado, Consultant shall
provide appropriate declarations and evidence of coverage.
10. Consultant shall not cancel, change, or fail to renew required insurance coverages.
Consultant shall notify Town's designated person responsible for risk management of any
reduction or exhaustion of aggregate limits, which Town may deem to be a breach of this
Contract.
11. The Town relies 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., C.R.S., as
from time to time amended, or otherwise available to the parties, their officers, or their
employees.
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12. If any insurance required here is to be issued or renewed on a claims-made form as
opposed to the occurrence form, the retroactive date for coverage will be no later than the
commencement date of the project and will state that in the event of cancellation or
nonrenewal, the discovery period for insurance claims (tail coverage) will be at least 72
months.
13. Consultant shall not cancel, non-renew or cause insurance to be materially changed or
replaced by another policy without prior approval by Town.
18. INDEMNIFICATION:
1. Consultant and its agents, principals, officers, partners, employees, and subcontractors
("Indemnitors") shall and do agree to indemnify, protect, and hold harmless the Town, its
officers, employees, and agents ("Indemnitees") from all claims, damages, losses, liens,
causes of actions, suits, judgments, and expenses (including attorneys’ fees), of any
nature, kind, or description ("Liabilities") by any third party arising out of, caused by, or
resulting from any Services under this Contract if such Liabilities are: (1) attributable to
bodily injury, personal injury, sickness, disease, or death of any person, or to the injury or
destruction of any tangible property (including resulting loss of use or consequential
damages) and (2) caused, in whole or in part, by any error, omission or negligent act of
the Consultant, anyone directly or indirectly employed by it, or anyone for whose acts
Consultant may be liable.
2. If more than one Indemnitor is liable for any error, omission or negligent act covered by
this Agreement, each such Indemnitor shall be jointly and severally liable to the
Indemnitees for indemnification and the Indemnitors may settle ultimate responsibility
among themselves for the loss and expense of any such indemnification by separate
proceedings and without jeopardy to any Indemnitee. This Agreement shall not eliminate
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or reduce any other right to indemnification or other remedy the Town, or any of the
Indemnitees may have by law.
3. As part of this indemnity obligation, the Consultant shall compensate the Town for any
time the Town Attorney's Office and other counsel to the Town reasonably spend on such
claims or actions at the rates generally prevailing among private practitioners in the Town
of Estes Park for similar services. This obligation to indemnify the Town shall survive
the termination or expiration of this Agreement.
19. INDEPENDENT CONTRACTOR: Consultant shall perform all Services under this
Agreement as an independent contractor, and not as an agent or employee of Town. No
employee or official of Town shall supervise Consultant. Consultant shall exercise no
supervision over any employee or official of Town. Consultant shall not represent that it is an
employee or agent of the Town in any capacity. Consultant’s officers, employees and agents
are not entitled to Workers' Compensation benefits from the Town, and Consultant is
obligated to pay federal and state income tax on money earned under this Agreement.
Except as this Agreement expressly states, Consultant shall, at its sole expense, supply all
buildings, equipment and materials, machinery, tools, superintendence, personnel, insurance and
other accessories and Services necessary. This Agreement is not exclusive; subject the terms of
this Agreement, Town and Consultant may each contract with other parties.
20. PROVISIONS CONSTRUED AS TO FAIR MEANING: Any tribunal enforcing this
Agreement shall construe its terms as to their fair meaning, and not for or against any party based
upon any attribution to either party.
21. HEADINGS FOR CONVENIENCE: All headings, captions and titles are for
convenience and reference only and of no meaning in the interpretation or effect of this Contract.
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22. NO THIRD-PARTY BENEFICIARIES: The parties intend no third-party beneficiaries
under this Contract. Any person besides Town or Consultant receiving services or benefits under
this Agreement is an incidental beneficiary only.
23. TOWN’S RIGHT TO BAR PERSONNEL FROM WORK SITE: For conduct the Town
(in its sole discretion) decides may violate applicable laws, ordinances rules or regulations, or
may expose Town to liability or loss, Town may bar any person (including Consultant's and
subconsultants’ and subcontractors’ employees) from the Town's work sites. Such a bar shall not
require any employee's discharge from employment, but shall merely prohibit the employee's
presence at Town’s work sites. Such a bar shall not warrant an increase in contract time or Price.
24. WAIVER: No waiver of any breach or default under this Agreement shall waive any
other or later breach or default.
25. TERM: This Contract shall commence on DAY/DATE, and shall continue through
DAY/DATE with the option of one (1) additional renewal, based on the construction timeline
and construction management assistance needed for the duration of the construction, upon
agreement of both parties.
26. TERMINATION:
1. In addition to any other available remedies, either party may terminate this Contract if the
other party fails to cure a specified default within seven (7) days of receiving written
notice of the default. The notice shall specify each such material breach, in reasonable
detail.
2. Town may, at any time, terminate performance of the work, in whole or in part, for its
own convenience. The Town may effect such termination by giving Consultant written
Notice of Termination specifying the extent and effective date of termination. In case of
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termination, for convenience, Town shall pay Consultant for work satisfactorily
completed, to the date of termination. The Town shall determine the portion of work
completed.
3. If either party so terminates, the Consultant shall promptly deliver to the Town all
drawings, computer programs, computer input and output, analysis, plans, photographic
images, tests, maps, surveys and writer’s materials of any kind generated in the
performance of its Services under this Contract up to and including the date of
termination.
27. SUSPENSION: Without terminating or breaching this Contract, the Town may, at its
pleasure, suspend fee services of the Consultant hereunder. Town may effect suspension by
giving the Consultant written notice one (1) day in advance of the suspension date. Upon receipt
of such notices the Consultant shall cease their work as efficiently as possible, to keep total
charges to a minimum. The Town must specifically authorize any work performed during
suspension. Since suspension and subsequent reactivation may inconvenience the Consultant,
Town will endeavor to provide advance notice and minimize its use. After a suspension has been
in effect for thirty days, the Consultant may terminate this Contract at will.
28. ASSIGNMENT AND DELEGATION: Except as stated, neither party may assign its
rights or delegate its duties under this Contract without the express written approval of the other.
29. SUBCONTRACTING: Except subconsultant(s) clearly identified and accepted in the
Contractor's Proposal, Consultant may employ subconsultants to perform the Services only with
Town's express prior written approval. Consultant is solely responsible for any compensation,
insurance, and all clerical detail involved in employment of subconsultants.
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30. GOVERNING LAW AND VENUE: The laws of the State of Colorado shall govern
enforcement and interpretation of this Contract. Venue and jurisdiction for any court action filed
regarding this agreement shall be only in Larimer County, Colorado.
31. AUTHORITY: This instrument forms a contract only when executed in writing by duly
authorized representatives of Town and Consultant. By their signatures on this document, the
signatories represent that they have actual authority to enter this Contract for the respective
parties.
32. INTEGRATION: There are no other agreements on the same subject than expressly
stated or incorporated in this Contract.
33. DAMAGES FOR BREACH OF CONTRACT: In addition to any other legal or equitable
remedy the Town may be entitled to for a breach of this Contract, if the Town terminates this
Contract, in whole or in part, due to Contractor’s breach of any provision of this Contract,
Contractor shall be liable for actual and consequential damages to the Town.
Signature pages follow.
CONSULTANT
Date
) ss
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The foregoing instrument was acknowledged before me this __________ day of
____________________, 2025, by ______________________________, as
_____________________________ of ______________________________, Consultant. (If by
natural person or persons, insert name or names; if by person acting in representative or official
capacity or as attorney-in-fact, insert name of person as an executor, attorney-in-fact, or other
capacity or description; if by officer of corporation, insert name of such officer or officers as the
President or other officers of such corporation, naming it.)
Witness my hand and official Seal.
My Commission expires .
Notary Public
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TOWN OF ESTES PARK:
Date
) ss
The foregoing instrument was acknowledged before me by , as
of the Town of Estes Park, a Colorado municipal corporation, on
behalf of the corporation, this day of , 2025.
Witness my hand and official Seal.
My Commission expires .
Notary Public
APPROVED AS TO FORM:
Town Attorney
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E XHIBIT 5 – TOEP DESIGN GUIDELINES
Separate Attachment
E XHIBIT 6 – TOEP ENVIRONMENTAL SUSTAINABILITY TASK FORCE FINAL
REPORT
Separate Attachment
EXHIBIT 7 – SPACE NEEDS ANALYSIS
Separate Attachment
EXHIBIT 8 – CONCEPTUAL SITE PL AN DESIGN
Separate Attachment (draft)
EXHIBIT 9 – IMPROVEMENT SURVEY AND TOPO PLAT
Separate Attachment
EXHIBIT 1 0 – GEOTECHNICAL SURVEY AND REPORT
Pending