New Union Ditch Concrete Channel Conversion and Headgate

Docusign Envelope ID: 498B1347-ACE7-8A5B-82B2-0591552798CE
CITY OF THORNTON
REQUEST FOR PROPOSALS
FOR
PROFESSIONAL ENGINEERING SERVICES
NEW UNION DITCH CONCRETE CHANNEL CONVERSION AND
HEADGATE
PROJECT NOS. 26-33 AND 26-144
OCTOBER 2026

Docusign Envelope ID: 498B1347-ACE7-8A5B-82B2-0591552798CE
II. INDEX OF CONTENTS
I. TITLE PAGE
II. INDEX OF CONTENTS
III. NOTICE REQUEST FOR PROPOSALS
IV. PROPOSAL INSTRUCTIONS AND INFORMATION
V. PROPOSAL PREPARATION
VI. EXHIBIT 1 ACCEPTANCE OF CONDITIONS STATEMENT
VII. EXHIBIT 2 PROFESSIONAL SERVICE AGREEMENT
EXHIBIT A - CONSULTANT'S SCOPE OF SERVICES
EXHIBIT B - CONSULTANT'S PERSONNEL AND SUBCONSULTANTS
LISTING
EXHIBIT C - SCHEDULE OF CHARGES
VIII. EXHIBIT 3 REFERENCE AUTHORIZATION AND RELEASE FORM
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III. NOTICE
REQUEST FOR PROPOSALS
The City of Thornton, CO ("Thornton") respectfully requests separate sealed Proposals for
Professional Engineering Services for New Union Ditch Concrete Channel Conversion
and Headgate, Project Nos. 26-33 & 26-144 (hereinafter referred to as "Project").
Proposals will be received until 4:00 p.m. local time, November 5, 2026, in the Contract
Administration Office, 9500 Civic Center Drive, 2nd Floor City Hall, Thornton, CO 80229-
4326.
Approved Methods for Submission of Proposals:
* Electronic proposals shall be submitted/uploaded to BidnetDirect.com website in
response to this solicitation;
* Or Physical proposals may be submitted by mail or courier service;
* Or Physical Proposals will be received in the Contract Administration Office, 9500
Civic Center Drive, 2nd Floor City Hall, Thornton, CO 80229-4326.
Late Proposals will not be accepted under any circumstances.
Project Description: Consultant shall survey, design, and produce one hundred percent
(100%) construction drawings and specifications for an automated headgate and
conversion of 3,100-linear feet of existing concrete channel to a buried pipe conveyance
system within the New Union Ditch. Consultant shall also provide an estimate of probable
construction cost, and both bidding and construction phase contract administration.
Thornton intends to award the entire Scope of Services to one (1) vendor, as one (1)
Comprehensive Project.
The Agreement shall terminate upon completion of the Scope of Services, unless sooner
terminated by Thornton's issuance of a Termination Notice.
To be minimally qualified for consideration for award, proposing firms must have
successfully completed three (3) projects in Colorado that have a similar degree of
complexity and cost within the past three (3) years. Proposing firms must have a minimum
of one (1) staff member with a designation of Professional Engineer that will be assigned
to the Project.
Thornton utilizes the BidNet Direct System at www.BidNetDirect.com to distribute official
copies of the Request for Proposals ("RFP") for use in preparing Proposals. Proposing
firms will be required to register with the website to download the RFP documents and
addenda. There is no charge by BidNet Direct for this service. If you experience problems
with the BidNet Direct website, please call 1-800-835-4603 for assistance. Proposing firms
are required to acknowledge all addenda with their Proposal and are encouraged to either
register with the website or to request to view the addenda posted on the Contract
Administration bulletin board prior to submission of a Proposal. Proposing firms that do not
acknowledge all addenda may be considered non-responsive. Upon request, the RFP
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documents, including addenda, are also available for viewing on the City of Thornton
Website, https://solicitations.thorntonco.gov/solicitations or at the Contract Administration
office located on the 2nd floor of City Hall at 9500 Civic Center Drive, Thornton, CO.
Proposing firms that do not have download and/or printing capability in-house may contact
a commercial reprographics company for assistance with downloading and printing the
RFP.
Late Proposals will not be accepted under any circumstances. Any Proposal(s) received
after the scheduled deadline for submitting Proposals will be returned to the proposing firm
unopened. Sole responsibility rests with the proposing firm to see that their Proposal is
received on or before the deadline.
Thornton reserves the right to reject any and all Proposals, in part or in whole, and to award
the Project to the most responsive and responsible firm(s) as deemed in the best interest
of Thornton; further, the right is reserved to waive any formalities or informalities contained
in said Proposal(s).
A mandatory Pre-Proposal Conference to discuss the Project(s) will be held at 1:00 p.m.,
October 13, 2026, on Microsoft Teams. Please email adam.reiner@thorntonco.gov for
invitation. If possible, please hold all questions concerning this RFP until that time.
Physical proposals shall be submitted in a sealed envelope plainly marked on the outside
with the proposing firm's name and address and "Request for Proposals, New Union
Ditch Concrete Channel Conversion and Headgate, Project Nos. 26-33 & 26-144".
Proposals delivered by mail or courier service shall be in the sealed envelope inserted into
a separate mailing envelope. On the outside of the mailing envelope note "Proposal
Enclosed, New Union Ditch Concrete Channel Conversion and Headgate, Project
Nos. 26-33 & 26-144".
Proposals submitted electronically shall be uploaded to the Vendor's portal through the
BidNetDirect.com website and shall follow the process/guidelines identified on the website
and this solicitation.
All questions shall be directed in writing to Adam Reiner, Contract Administrator, 9500
Civic Center Drive, Thornton, CO 80229-4326, e-mail - adam.reiner@ThorntonCo.gov,
8:00 a.m. to 5:00 p.m., local time, Monday through Friday, excluding holidays.
Date First Published: October 1, 2026
Published at: BidNet Direct, COT Website, and the Contracts & Purchasing Bulletin Board.
BY:
Dennis Laurita
Contracts Supervisor
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IV. PROPOSAL INSTRUCTIONS AND INFORMATION
Thornton is soliciting written Proposals from qualified firms for Professional Engineering
Services for New Union Ditch Concrete Channel Conversion and Headgate,
Project Nos. 26-33 & 26-144. To be eligible for consideration, the proposing firm must be
capable of supplying the Services as described herein, and must meet all other criteria outlined
in this RFP.
A. INQUIRIES AND CORRECTIONS
All inquiries relating to this RFP shall be addressed in writing to:
City of Thornton
Attention: Adam Reiner, Contract Administrator
9500 Civic Center Drive
Thornton, CO 80229-4326
E-mail: adam.reiner@ThorntonCo.gov
If a proposing firm, subsequent to the Pre-Proposal Conference, finds discrepancies in
or omissions from the RFP, or requires additional clarification of any part thereof, a
written request for interpretation shall be submitted to the Contract Administrator. Any
interpretation of or change made to the RFP will be made by written addendum to each
proposing firm, and will become part of the RFP and of any Agreement awarded.
Thornton will not be responsible for the accuracy of any other ORAL EXPLANATIONS,
INTERPRETATIONS, OR REPRESENTATIONS. All inquiries shall be made in writing
and all responses will be provided in writing, with responses being made available to all
proposing firms. To be given consideration, inquiries must be received no later than
5:00 p.m. on the tenth (10th) Calendar Day prior to the date established for the
submission of the Proposal. It shall be the responsibility of each proposing firm to verify
that every addendum has been received prior to submitting a Proposal.
B. SUBMITTAL DATE AND LOCATION
All Proposals must be received in the Contracts and Purchasing office located at
Thornton City Hall, City of Thornton, 9500 Civic Center Drive, 2nd Floor City Hall,
Thornton, CO 80229-4326 or submitted via the BidnetDirect.com vendor portal prior
to 4:00 p.m. local time on November 5, 2026 . Physical proposals must be submitted
in a sealed envelope plainly marked on the outside with the proposing firm's name and
address and "Request for Proposals, New Union Ditch Concrete Channel
Conversion and Headgate, Project Nos. 26-33 & 26-144", and addressed to the
Contracts Manager. Proposing firm's name and address shall also appear on the
outside of the sealed envelope containing the Proposal. If the Proposal is sent by U.S.
mail or courier service, the Proposal shall be contained in a sealed inner envelope or
box, which is then inserted into the mailing envelope or box. Indicate "Proposal
Enclosed, New Union Ditch Concrete Channel Conversion and Headgate, Project
Nos. 26-33 & 26-144", on the outside of the mailing envelope or box.
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C. LATE AND ELECTRONIC PROPOSALS
Late Proposals will not be accepted under any circumstance, and any Proposal so
received shall be returned to the proposing firm unopened. In addition, proposals
received via electronic devices other than the BidnetDirect.com website (i.e. e-mail) are
not acceptable and will be rejected upon receipt. Proposing firms will be expected to
allow adequate time for delivery of their Proposals either by airfreight, postal service, or
other means.
D. CONFIDENTIAL AND PROPRIETARY INFORMATION
Prior to Award, any information contained within the Proposal may be held confidential
and proprietary by Thornton as solely determined by Thornton. After Award, the
information within the Proposal becomes public information with the exception of
information that has been clearly marked as confidential and proprietary by the
proposing firm. Any information marked confidential shall comply with Colorado's Open
Records Act (CORA) and other applicable statutes. Thornton shall be held harmless
from any claims arising from the release of confidential and proprietary information not
clearly designated as such by the proposing firm or which does not comply with CORA.
In general, it is not acceptable to Thornton to mark information other than financial
statements, project financing data, litigation history, tax audit history, or client lists as
confidential and proprietary. Further, it is not acceptable to mark price proposal
information as confidential and proprietary. Failure to adhere to these restrictions may
result in the entire Proposal being deemed non-responsive.
E. DEFINITION, CONTEXT, AND GENDER
Unless otherwise specified in this document, all words shall have a common meaning
unless the context in which they are used clearly requires a different meaning. Words
in the singular number include the plural, and in the plural include the singular.
Additionally, words of the masculine gender include the feminine and the neuter, and
when the sense so indicates, words of the neuter gender may refer to any gender.
F. CONDITIONS OF PROPOSAL SUBMITTAL
1. All proposing firms shall comply with all conditions, requirements, and
specifications contained herein, and any departure from such conditions,
requirements, or specifications may constitute sufficient cause for rejection of the
entire Proposal.
2. The Proposal must be signed by a duly authorized official of the proposing firm
submitting the Proposal.
3. No Proposal will be accepted from any person, firm, or corporation that is in
arrears for any obligation to Thornton, or that otherwise may be deemed
irresponsible, unresponsive, or untrustworthy by Thornton staff or Thornton City
Council.
4. Only one (1) Proposal will be accepted from any person or corporation. If
multiple options are requested or offered, each option must be submitted under
a single Proposal and in a single envelope or box.
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5. All terms and prices quoted must be firm for a period of sixty (60) Calendar Days
from the Proposal submittal date or until Award, whichever is sooner.
6. Thornton reserves the right to reject any and all Proposals, or any part thereof.
Thornton further reserves the right to waive any formalities, or informalities
contained in any Proposal, and to award the Agreement to the most responsive,
responsible, and trustworthy proposing firm as deemed in the best interest of
Thornton.
7. All Proposals shall be prepared in a comprehensive manner as to content, but
no necessity exists for expensive binders or promotional materials.
8. All costs, including travel and expenses incurred in the preparation of the
Proposal, shall be borne solely by the proposing firm.
9. Section 7.4 of the Thornton City Charter prohibits Thornton from entering into
any contracts involving an amount in excess of one hundred dollars ($100) in
which an elective or appointive officer or any member of the officer's family has
any pecuniary interest, direct or indirect, in the proposing firm or this RFP.
Certain other restrictions may also apply to contracts in which an employee,
member of a board or commission, City Council member or member of their
family has an existing or pending financial or personal interest. For the
purposes of this Charter Section, a domestic partner shall be considered a
family member. Therefore, the proposing firm shall submit with the Proposal
the following declaration contained in Exhibit 1, Acceptance of Conditions
Statement.
i. No City Council member, member of a board or commission, Municipal
Judge, City Manager, City Attorney, or employee of the City of Thornton,
or any such person's family member, domestic partner, or person
assuming a relationship being the substantial equivalent of the above,
has an existing or pending direct or indirect financial, pecuniary, or
personal interest in the proposing firm or this RFP, except as follows (list,
if any):
10. Thornton reserves the right to negotiate final terms with the selected firm, which
terms may vary from those contained in this document.
11. Thornton reserves the right to request a client list from the proposing firm, for the
purpose of determining potential conflicts of interest. Such list shall be
considered proprietary.
12. Thornton will not return Proposals, or other information supplied to Thornton, to
the proposing firms.
G. EVALUATION OF PROPOSALS
All Proposals will be evaluated by a Project Committee assigned by the City Manager,
or and their designee. Proposals shall be evaluated on the basis of the Evaluation
Criteria set forth herein. In addition, any other pertinent information which becomes
available during the evaluation, interview, or negotiations may be considered in the
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evaluation. The committee may make a recommendation for award on the basis of the
Proposals received, or may choose to "short list" prospective firms for further
consideration, which may include interviews and/or negotiations. The proposing firm
selected for the award will be chosen on the basis of the apparent greatest benefit to
Thornton, and not necessarily on the basis of lowest price. The City Manager, and their
designee, shall make the final determination of the firm selected.
H. EVALUATION CRITERIA
To be minimally qualified for consideration for award, proposing firm must have
successfully completed three (3) projects in that have a similar degree of complexity
and cost within the past three (3) years. Proposing firms must have a minimum of one
(1) staff member with a Professional Engineer designation that will be assigned to the
Project.
Proposals shall be evaluated on the basis of the following criteria:
1. Responsiveness to the needs of Thornton and the degree to which the Proposal
meets or exceeds the requirements of the RFP, including the time required to
complete the Project, the proposed solutions offered, the means and methods
of accomplishing the Services, and the Scope of Services offered.
2. Responsibility and trustworthiness of the proposing firm, including financial
capability to perform the Project and claims and litigation history.
3. Past performance of the proposing firm for Thornton and other owners and
results of reference checks.
4. Experience of the proposing firm in dealing with municipal or other governmental
agencies in projects of similar size, scope, and nature.
5. The proposing firm's engagement team, including the experience and resumes
of key personnel assigned to the Project.
6. The proposing firm's fee structure based on the Services to be provided.
I. GENERAL REQUIREMENTS OF THE SUCCESSFUL PROPOSING FIRM
1. The successful proposing firm shall enter into a written Agreement with Thornton
in the form attached hereto as Exhibit 2 and incorporated by reference herein.
2. The successful proposing firm shall be required to maintain insurance coverages
as set forth in Exhibit 2.
3. The successful proposing firm shall be prohibited from assigning or
subcontracting the whole, or any part of the Agreement, without the prior written
consent of Thornton.
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4. The successful proposing firm shall not hire, discharge, promote, demote, or
otherwise discriminate in matters of compensation, terms, conditions, or
privileges of employment against any person otherwise qualified solely because
of race, color, creed, religion, national origin, ancestry, gender, physical or
mental disability, or age.
5. The successful proposing firm and its employees will operate as an independent
contractor and will not be considered employees of Thornton.
J. DIGITAL ACCESIBILITY
All reports, diagrams, drawings, etc., provided by the Vendor to Thornton shall be in an
electronic format that is usable to Thornton (e.g., Adobe PDF, Microsoft Office, etc.)
either through email or download, which shall become the property of Thornton. All
reports generated and submitted by the awarded Vendor to Thornton shall adhere to
the State of Colorado's Anti-Discrimination Act ("CADA"), including all digital
accessibility requirements. As of 2021, House Bill 21-1110 and related regulations (8
CCR 1501-11) promulgated by the State of Colorado's Office of Information Technology
("OIT") require all local government technology and electronic documents (i.e., Reports
generated in Adobe PDF, Word, etc.) to meet or exceed the applicable Website Content
Accessibility Guidelines ("WCAG") standards, regardless of if the product/information is
external facing or used solely by Thornton employees on an internal basis.
Proposing Vendors are to note that Thornton does not govern or have oversight over
these requirements. For more information on the CADA and WCAG guidelines, please
follow this hyperlink to the State's OIT website: https://oit.colorado.gov/hb21-1110-faq
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V. PROPOSAL PREPARATION
A. Proposals submitted shall contain all information as requested herein, and any additional
information necessary to evaluate the overall benefit of the Proposal to Thornton.
a. If your firm is submitting a physical proposal submission and not through the
Vendor portal of BidNet (if allowed), then the following items shall also be included:
i. One (1) original paper copy of the proposal submission with the proposal
stamped as "Original".
b. One (1) electronic copy on a flash drive of the proposal submission. All
envelopes containing these items shall be clearly marked.
i. Note: Vendors submitting confidential information shall only submit one
(1) copy of such information. When submitting electronically through the
BidNetDirect.com vendor portal, confidential information shall be
submitted in a separate PDF format file and marked confidential in both
the file name and on the individual pages. When submitting a physical
proposal, confidential information shall be placed in a separate sealed
envelope and inserted into the main proposal submittal envelope or box.
Any information not marked as confidential will be considered public
record.
B. Proposals shall include the following:
1. A cover letter stating the name, address, and telephone number of the proposing
firm, and bearing the signature of the person having the authority to make the
Proposal for the proposing firm, and bind the firm in a formal Agreement with
Thornton.
2. An executed Exhibit 1, Acceptance of Conditions Statement, which:
a. Affirms the acceptance of all conditions and requirements contained in
this RFP;
b. Contains acknowledgement of all addenda issued; and
c. Lists the names of any of the proposing firms' employees who are family
members of Thornton employees, officers, board or Council members.
3. The proposed Exhibit B, Consultant's Personnel and Subconsultants Listing,
which is in Exhibit 2, Agreement, showing all personnel and subconsultants
proposed for assignment to the Project team. Also submit resumes with education
and work experience for key personnel.
4. A Project timeline outlining the major tasks, phases, timeframes, and milestones
necessary to complete the Project. Identify the specific employees and
subconsultants that will be involved in each task.
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