REQUEST FOR PROPOSALS
DESIGN SERVICES FOR
HOGADON AERIAL CHAIRLIFT REPLACEMENT
FOR THE CITY OF CASPER LEISURE SERVICES DEPARTMENT
HOGADON BASIN SKI AREA
Date: January 10, 2020
Proposals are being requested from qualified consultants to furnish engineering and design
services for the replacement of the aerial chairlift at the Hogadon Basin Ski Area, City of Casper
Project No. 19-075.
Such proposals will be received by the City of Casper Public Services Department, City
Engineering Division, 200 North David, Casper, Wyoming, until 4:00 p.m., Local time,
February 12, 2020.
The project includes the replacement of the Aerial Chairlift for the Dreadnaught trail at Hogadon
Basin Ski Area, 2500 West Hogadon Road, Casper Mountain. The Consultant shall understand the
purpose of this project is to prepare design documents for bidding the replacement of the Aerial
Chairlift, including but not limited to replacement and/or installation of wires/cables,
terminals/towers, structural metal and foundations, braking, systems, tensioning systems, gear boxes,
prime movers, carriers, baskets, grips, control systems, safety systems, lift shacks, load conveyors,
RF scanners and all other necessary components for a complete system.
The Consultant understands their fees cover all expenses such as planning and design fees.
SCOPE OF SERVICES
The Scope of Services shall, as a minimum, include the following:
A. Program Development
1. Consultant shall conduct a series of surveys, data collection and meetings to
determine their recommended options of proposed chairlifts for City of
Casper (City or Owner) staff to review and provide comments and input.
Along with City's input, Consultant shall consider the most current version of
the Hogadon Ski Area Master Plan and City's budget. A meeting with City
staff and Consultant shall be held to prioritize proposed chairlift options.
Consultant shall provide minutes of meeting and distribute to City staff for
2. The Consultant shall conduct all necessary geotechnical investigations for the
proposed chairlifts. The consultant will be responsible for hiring and paying
for geotechnical services. Geotechnical reports shall contain information
necessary for the proposed construction. Information shall contain, but not be
limited to, soil characteristic and engineering properties; soil classification;
and foundation recommendation.
3. The Consultant shall meet with City staff as necessary during the preliminary
design to discuss the status of the project, the current budget and to review
and approve design concepts.
B. Design Development, Cost Estimate, and Construction Documents
1. Based on the approved chairlift option, the Consultant shall develop and
provide detailed construction drawings covering topographic surveys; site
removal and layout plan; site grading plan; electrical, mechanical and
structural drawings and details and other details necessary to provide
complete construction documents. The Consultant shall ensure that the plans
are compliant to all industry standards.
3. The Consultant shall prepare a set of contract documents in order to publicly
advertise and let bids for construction of the Project. Contract documents
shall consist of bidding specifications, technical specifications, construction
drawings, and all testing requirements.
4. Consultant shall provide the Owner four (4) copies of the preliminary
construction drawings and project manuals for review at fifty percent (50%)
and ninety percent (90%).
5. The Consultant shall coordinate all AutoCAD requirements to ensure 100%
compatibility with the Owner's CAD system and in accordance of Casper
6. The Consultant shall prepare a budgeting cost estimate by the time specified
in the Timetable Section below and update with project cost estimates when
construction documents are at approximately fifty percent (50%) complete
and at approximately ninety-five (95%) complete.
7. The Consultant shall meet with representatives of the Owner when
construction drawings and technical specifications are approximately fifty
percent (50%) complete and at approximately ninety-five (95%) complete.to
review and approve of design concepts.
8. The Consultant shall prepare Technical Specifications covering the required
work for the new chairlift and corresponding site plan improvements.
9. Consultant shall provide the City Engineering Office one (1) hardcopy set of
Construction Documents and one (1) electronic pdf at the completion of the
design. The Consultant shall affix his or her registration stamp (must be a
Wyoming registration stamp), date, and signature to the Construction
Documents in accordance with Wyoming State Registration Statutes.
1. The Consultant shall be responsible to procure any necessary sub-consultant
to complete the work.
2. The City and Consultant shall mutually approve, in writing, the use of any
subconsultants that the Consultant desires to use.
3. The Consultant shall be responsible for the administration, management,
procurement, and payment of services provided by subconsultant(s).
In submitting a proposal for this project, the consultant shall prepare and enclose In A Separate
Sealed Envelope one detailed fee schedules with an upset amount for each fee schedule as covered
by the Scope of Services in this RFP.
The engineering fee shall be based on estimated project costs, time and material, including hourly
rates for technical personnel, and reimbursables, with an upset amount. The fee schedule shall
include all items in the above scope of work. If at any time during the term of this contract it
appears that the upset amount will be exceeded, the Consultant shall immediately notify the City
Engineering staff and provide a complete statement justifying the anticipated change in the contract
fee. An amendment authorizing any increased fee can only be approved by the City Council. The
amendment must be approved before the commencement of any additional work.
The Consultant shall be responsible and responsive to the City in its requests and requirements
within the scope of this proposal, and shall confer with and be guided by the directives of the City
through the office of the City Manager or his designated representative.
Following is the tentative timetable for this RFP:
1. Proposal Due
2. Consultant’s Presentation and Interview
3. Selection of Consultant by Council
4. Budget Cost Estimate
5. Completion of Services
February 12, 2020
February 18, 2020
March 17, 2020
April 24, 2020
November 20, 2020
The submittal of a proposal will be indication that the Consultant has no problem in keeping
The Consultant shall attend any special meeting with the City Manager or City staff, relating to the
performance of this contract, and shall provide the City with monthly written progress reports,
accompanying partial payment requests. Progress reports shall include personnel utilization and
associated time applied to the project, in addition to an itemization of expenses.
The Consultant will be required to sign a contract with the City relating to the work to be performed.
Such contract shall include, but not necessarily be limited to, the following articles: method of
compensation, time of performance, subcontracts, duties of the consultant, termination of the
contract, ownership of material, changes, EEO, ADA, submission of material, and obligations of the
The selection of the consulting firm will be based upon project team qualifications, team
management/organization, ability of firm to recognize design opportunities in the project,
demonstrated design experience, willingness to meet time requirements, and community
involvement of the firm. A minimum of three (3) firms will be interviewed by the City staff on the
basis of the proposal submittals. Upon completion of these interviews, one firm will be selected on
the basis of their qualifications and fee.
The procedure for considering the priced proposal will be that a minimum of the top three (3) firms
will be chosen based on the above qualifications-based criteria, excluding consideration of the fee
proposal. Upon selection of the top three (3) firms, the fee proposals for these three firms shall be
opened and analyzed by the City Engineer. The City Engineer will prepare a written summary of the
price proposals to be distributed to the selection committee prior to the consultant interviews. Price
proposals for Consultants not selected shall be returned unopened to the Consultant. No prospective
proposer shall withdraw his proposal for a period of sixty (60) days after the deadline for proposal
In making a proposal, the Consultant hereby certifies that he has reviewed this RFP and is familiar
with all conditions contained therein.
City staff will review all proposals. Final selection of the consultant will be made by the City
A. Additional Information.
In addition to the items addressed in the Scope of Services, the following information
relating to the consultant's qualifications is required. The Consultant shall submit three (3)
copies of the non-priced technical proposal.
1. The consulting firm's name, address, and telephone number.
2. Types of services which your firm is qualified to provide.
3. Names of key personnel, the experience of each available for this project, each key
personnel’s proposed work load and availability towards this project.
4. Names and addresses of outside consultants or associates which will be retained for
5. Number and type of current projects for which the firm is principal engineer.
6. Recent list of completed projects most similar to this project, including key contacts
and references, approximate budget, and other pertinent information.
One (1) Engineering Fee proposal with upset amount in a separate sealed envelope shall be
submitted with the set of three (3) non-priced technical proposals. The envelope containing
the price proposal shall be labeled "Hogadon Aerial Chairlift Replacement - PRICE
PROPOSAL" The price proposal shall be signed by an authorized representative of the
Consultant offering the proposal.
B. Addendum or Supplement to Request for Proposal.
In the event that it becomes necessary to revise any of this Request for Proposal (RFP), an
Addendum to this RFP will be provided to each Consultant. The City reserves the right to
change submission date(s) for any reason, including an Addendum or Supplement to the
C. Late Proposals.
Late proposals will not be accepted. It is the responsibility of the Consultant to insure that
the proposal arrives prior to 4:00 p.m., Local Time, February 12, 2020.
D. Rejection of Proposals.
The City of Casper reserves the right to reject any or all submissions, and to waive
informalities and minor irregularities in submissions received, and to accept any portion of a
proposal or all items if deemed in the best interest of the City of Casper.
E. Response Material Ownership.
All material submitted regarding this RFP becomes the property of the City of Casper and
will only be returned to the Consultant at the City's option. Responses may be reviewed by