Request for Proposals

Q&A: All questions submitted by Friday, October 9 (updated 10/2/2020) will be answered here on a rolling basis.

Proposal Guidelines, RFP pg. 2

Q: Is adequate office and storage space provided by the Colfax Avenue BID?  

A: Other than our small office and a small storage room, we do not have extra space.

 

Q: If not, will the Contractor be able to bill these costs and associated expenses to the Colfax Avenue BID? 

A: Yes, as long as it fits within our estimated total compensation not to exceed $200,000.00. 

 

Q: On page 2, can you clarify where it says “storage space to house personnel”? Does that mean we are providing housing for the crew members? Or, perhaps, it means that we need to have storage where personnel may meet?
A: It is not required that the Contractor provide personal housing for crew members, but the Contractor should have adequate storage space for necessary equipment and for crew members to meet if needed.

Requirements, RFP pg. 4

Q: What will the term of the contract be for this upcoming RFP? Will it be renewed annually?
A: We anticipate the contract from January 1, 2021 – December 31, 2021 with an opportunity for renewal annually. 

Q: What is the anticipated length of the contract? Three years with two separate one-year extensions is the industry standard. 

A: We are not opposed to multi-year contracts. We’d prefer a two-year contract with three one-year renewals. However, we are very focused on the performance and quality of work on the street and with the non profit workforce development organization. At this time, we are looking at a one-year contract, January 1, 2021 to December 31, 2021, with an opportunity for renewal annually. 

Q: Have you compiled a list of attendees from the September 23rd meeting, and will you please publish the list of pre-bid attendees?

A: No one attended the Pre-Proposal Meeting on September 23, 2020. The meeting was recorded and has been posted on the RFP webpage: https://colfaxave.com/rfp/.

Q: For uniform, branding and truck magnet requirements, will these be supplied by CBID, or will Contractor incur the costs of uniforms, logos, branding and magnets as part of the contract? For our workforce development subcontractor, will you wish for different logos, uniforms and branding to signify their partnership with the Contractor?

A: In a perfect world, all employees and equipment onsite (Contractor and SubContractor) would be branded in CBID-colors and logos, similar to the Ready Willing Working team in Washington, DC (see video included on this webpage). That’s the goal. But, for now, we would like at least one or two uniform items with our CBID branding – such as CBID-branded safety vests and hats. Most importantly, we require all onsite workers wear the same identifiable uniform, are outfitted properly for their work (boots, proper outerwear for the cold/heat, gloves, eye protection, etc.), and they consistently look professional and cohesive. Contractor should include these costs in their proposals. 

Q: Regarding shift scheduling, is there a required number of daily labor hours and service hours CBID wishes the Contractor to achieve?

A: No. We are requiring seven days per week of comprehensive professional street maintenance (including holidays). The most important thing is to receive and maintain a high standard of street maintenance with a visible, uniformed presence during high-traffic times; pedestrian and vehicular. Scheduling should also have the ability to fluctuate based on the needs of the street (street activities, uses, and entertainment). It is highly recommended that all interested contractors tour the CBID to determine the standards of service required.

 

Q: Will CBID provide resource information cards to the Contractor, or is this the responsibility of the Contractor to create and provide?

A: The CBID will provide the “service provider resource cards.”

 

Q: For the data collection application, is a dashboard required for CBID? How will CBID wish to receive completed data?

A: If possible, the Operations Manager would like dashboard access to data collected. Monthly written reports documenting quantitative and qualitative results for presentation to the BID’s Board of Directors will be required. Reports should also include progress for crew members from the workforce development organization – skills training, independent housing and other stability metrics, promotions, etc.

 

Q: What is CBID’s current annual maintenance contract amount dedicated for these services?

A: Estimated total compensation for services for 2021 not to exceed $200,000.00.

 

Q: Does CBID anticipate an increase in its budget or dedication to these maintenance services? If so, what will that acceptable increase be?

A: Estimated total compensation for services for 2021 not to exceed $200,000.00.

 

Q: Understanding that we may not exceed $200,000 annually, does this include labor costs for our partnering workforce development entity?

A: The Contractor will provide all labor and supervision necessary for the proposed program based on the estimated total compensation for services for 2021 not to exceed $200,000.00. 

Daily Maintenance and Cleaning, RFP pg. 4-6

Q: Regarding pressure washing, what are the approved hours for pressure washing so that we can schedule appropriately according to noise ordinances?
A: It is required the Contractor follow Denver Code of Ordinances for Noise Control (Chapter 36) and/or other related City ordinances: https://library.municode.com/co/denver/codes/code_of_ordinances?nodeId=10257.

 

Q: What is the recommended reporting method for identified repair needs and trip hazards within the district? Email, reporting system, phone calls?

A: A “work report” generated by a data-collection app should be created for all incidents, including repair needs and tripping hazards. Depending on the immediacy and escalation of the incident being reported, a phone call, text, or email may also be appropriate. Best practices will be established when determining logistics.

 

Q: Regarding graffiti removal, to what height should the Contractor be responsible for removal of graffiti within daily maintenance?

A: The Contractor will be responsible for removing graffiti within the public right-of-way. A ladder or lift (if available) may be required to remove graffiti from light poles (of pedestrian lights, street lights, and traffic lights). Other taller infrastructure includes public sculptures and signs/signposts (such as parking information signs, way-finding signs, etc.). Graffiti on private property and hard-to-remove graffiti will be reported to the Operations Manager to arrange for removal.

 

Q: Regarding public art, will CBID provide recommended cleaning methods needed to preserve the integrity of any pieces of public art?

A: Working with the fabricators and /or artists, the CBID will provide recommended cleaning methods for public art.

Q: Understanding that we need to dispose of the trees’ leaves and branches, do we need to throw away the trash as well on our own account or is there a site we can dispose of the trash that is designated?
A: There is no trash disposal available onsite. The Contractor should provide all labor, supervision, materials, tools, equipment, and vehicles necessary for the program as proposed in the RFP. Branches and leaves will need to be dropped off at an appropriate facility, such as the City and County of Denver’s Cherry Creek Recycling Drop-off.

Performance Standards and Quality Control, RFP pg. 6

Q: For scheduling purposes, what will be the recommended frequency for meeting with the Operations Manager for quality control and objectives?
A: Weekly, and as necessary, to monitor compliance and priorities.

Additional Questions

Q: During inclement weather, will the Contractor be required to apply ice melt product to eliminate slippery conditions?
A: No, the contractor is not to remove snow or use ice-melt since that is the responsibility of the adjacent property owner. Rather, for sidewalks that are not cleared, we’d ask for the contractor to create a “work report” from their data-collection app so that the Operations Manager can follow up with the property owner.

 

Q: Regarding banner poles and arms, some work may need to be done to ensure appropriate height levels. Will this be an additional service?

A: Any services beyond the “Detailed Scope of Services” should be considered an “additional service” and rates should be provided to the CBID in a menu format.

 

Q: Who is the current provider? 

A: Bridge House Aurora/Ready To Work: https://boulderbridgehouse.org/ready-to-work/ 

 

Q: What is the current hourly wage? 

A: Supervisors = $19.40/hour; Trainees = $17.50/hour

 

Q: Is the hourly wage regulated by the CBID or is it something we can determine?

A: In the proposed budget, itemized costs should include equipment, supplies, and salary ranges for each position. The CBID will not regulate the hourly wage paid to employees, but we will expect that all laws and professional standards are followed according to State of Colorado Overtime & Minimum Pay Standards.

Q: Are services provided during the day shift only? If so, what are the hours of operation? 

A: Currently, yes. 6:30AM-9:00AM (1 supervisor); 9:00AM-3:00PM (1 supervisor, 3 trainees); daily. We are requiring seven days per week of comprehensive professional street maintenance (including holidays). The most important thing is to receive and maintain a high standard of street maintenance with a visible, uniformed presence during high-traffic times; pedestrian and vehicular. 

 

Q: Being a certified veteran owned business, does that effect bidding at all?

A: We do not have it as a stated benefit. We need someone high performing to provide the services that we need. 

 

Q: If for any reason one of the crew members is not able to work for a prolonged period of time and the workforce entity is unable to provide another person, can we step out of the agreement and hire outside of the workforce entity to ensure job completion?
A: The Contractor will provide all labor, supervision, materials, tools, equipment, and vehicles necessary for the proposed program. If any work is to be outsourced, identify those organizations and associated costs in the proposed budget. In our experience, it would be unusual for a non profit workforce provider to be unable to supply sufficient people to satisfy the agreement. But, if that was to arise, the contractor should inform the CBID’s Operations Manager and, together, come to agreeable short- and long-term solutions.