Request for Proposals (RFP) / Bids
General Town of Frisco Request for Proposal (RFP) Information
The Town of Frisco recognizes the need to use outside sources to provide professional services, construct capital projects, procure supplies and equipment and provide services for day-to-day operations and maintenance. Contracts for such services, supplies and equipment in excess of fifty thousand dollars shall be awarded through a formal competitive bid process.
When competitive bids are required, an “invitation to bid” shall be published in a local newspaper of general circulation at least fifteen days but not more than forty-five days from the bid deadline. The invitation to bid shall include an adequate description of the services, supplies and/or equipment to be purchased. Bids shall be opened publicly at the time and place designated in the invitation for bids. The amount of each bid and such other relevant information as may be specified by Town policy, together with the name of each bidder, shall be entered on a record and open for public inspection.
The Town shall not be obligated to select the lowest bidder, but shall select based on the criteria established in Chapter 9 of the Town Code and in the invitation to bid.
BidNet Direct
The Town of Frisco has joined Rocky Mountain E-Purchasing System on BidNetDirect.com. This is a regional e-procurement solution that provides vendors throughout Colorado easy online access to our upcoming RFPs. The Town of Frisco invites all vendors to register online and view all current RFPs.
Introduction
The Town of Frisco (“Town”) is seeking competitive bids from qualified companies to effectively and efficiently provide Homeowner Association (“HOA”) Management and Maintenance Services for a 9 unit residential development known as Mary Ruth Place (“Project”), (Attachment 1).The successful HOA Management Company (“Manager”) will work with the Town for initial HOA set up and will transition to being responsible to a Board of Directors of the Homeowner’s Association for performance of all property management and maintenance services.
Background
The Project was built in 2018 as an affordable rental housing community. The project is a deed-restricted local workforce development, comprised of 9 units ranging in size from Studios to 2-bedroom.
Located at 306-311 Galena Street, the project contains three buildings, assigned unit parking, site landscaping, outdoor unit storage, and a solid waste storage area. The Town is selling four of the units for condominium living, restricted to households earning no more than 130% AMI. The other 5 units will be owned and maintained by the Town of Frisco as employee living units.
Scope of Services
Manager shall furnish all labor, transportation, and incidentals necessary to perform the Homeowner Association Management service.
Initial Tasks during project construction including but not limited to:
- The Manager will prepare for Town consideration for the initial HOA budgets (capital and operation) based on their experience with similar projects.
- The Manager will provide input to the Town and assist in the development of HOA and property documents.
- The Manager will establish an appropriate website platform and accounting system, and open necessary bank accounts on behalf of the HOA as deemed necessary.
- The Manager will work with the Town to transition from a Town-controlled project to a Unit Owner controlled Board/HOA.
Ongoing Operation Tasks and Expectations:
- The Manager will be proactive and will manage all property issues related to the project including: HOA Operations, Board/Homeowner Communication, Property Maintenance, and the administration of HOA finances, including but not limited to:
- Administer the HOA budget and enforce property rules and regulations.
- Manage the activities and meetings of the HOA Board of Directors. The Manager will provide any records, minutes, or documentation of Board of HOA action to property owners as requested pursuant to Colorado State Law and/or HOA rules and regulations.
- Collect dues and manage HOA finances.
- Prepare monthly reports and financial statements for the Board.
- Execute contracts on behalf of the Board and management of these contracts with vendors and service providers as approved by the Board.
- Establish and maintain effective outreach and communication with the property tenants.
- Establish and maintain a HOA website and email system.
- Ensure required HOA insurance is maintained per local and State requirements.
- Be readily available and responsive to the Board and to tenants. (Provide 24/7 contact information for after- hour response as needed).
- Schedule and supervise maintenance of common areas, requested unit maintenance and repairs by tenants, Property Maintenance as detailed on Attachment 2, and other HOA responsibilities.
- Work shall be completed as set forth in Attachment 3, the Town of Frisco’s Contract for Goods and/or Services (“Contract”) for this project to be negotiated with the Town based upon a Manager’s written proposal.
Date and Time of Service
Service will be performed on an ongoing basis beginning September 1, 2026. Service will be performed on a regular schedule (Monday through Sunday as requested) to be agreed upon prior to Contract execution. The potential schedule of all repairs/improvements should be included in the Manager’s written proposal.
Indemnification and Insurance
Manager shall indemnify and hold harmless the Town & HOA from and against all claims, damages, losses, and expenses arising out of or resulting from acts or omissions of the Manager, Manager’s subcontractors, or otherwise arising out of the performance of services by the Manager. No later than seven (7) days following the execution of the Contract between the Town and Manager, the Manager shall provide the Town with certificates of insurance evidencing the types and amounts of insurance specified below:
- Standard Workers’ Compensation as required by Colorado State Statute, and employers’ liability insurance covering all Manager or subcontractor employees acting within the course and scope of their employment; and
- General Liability Insurance covering premises operations, fire damage, independent contractors, products and completed operations, blanket contractual liability, personal injury, and advertising liability with minimum limits as follows:
- $1,000,000 each occurrence;
- $1,000,000 general aggregate;
- $1,000,000 products and completed operations aggregate; and
- $50,000 any one fire.
- Automobile Liability Insurance covering any auto (including owned, hired and non-owned autos) with a minimum limit of $1,000,000 each accident combined single limit.
- Protected Information Liability insurance covering all loss of Town Confidential Information, such as PII, PHI, PCI, Tax Information, and CJI, and claims based on alleged violations of privacy rights through improper use or disclosure of protected information with minimum limits as follows:
- $1,000,000 each occurrence; and
- $2,000,000 general aggregate.
- Professional Liability Insurance covering any damages caused by an error, omission or any negligent act with minimum limits as follows:
- $1,000,000 each occurrence; and
- $1,000,000 general aggregate.
- Crime Insurance including employee dishonesty coverage with minimum limits as follows:
- $1,000,000 each occurrence; and
- $1,000,000 general aggregate.
- Additional Insured. The Town & HOA shall be named as additional insured on all commercial general liability policies required of Manager and subcontractors.
- Primacy of Coverage required of Manager and each subcontractor shall be primary over any insurance or self-insurance program carried by Manager.
- Cancellation. The above insurance policies shall include provisions preventing cancellation or non-renewal, except for cancellation based on non-payment of premiums, without at least 30 days prior notice to Manager and Manager shall forward such notice to the Town within seven days of Manager’s receipt of such notice.
- Subrogation Waiver. All insurance policies secured or maintained by Manager or its subcontractors in relation to this Contract shall include clauses stating that each carrier shall waive all rights of recovery under subrogation or otherwise against Manager or the Town, its agencies, institutions, organizations, officers, agents, employees, and volunteers.
Manager shall obtain, maintain, and ensure that each subcontractor shall obtain and maintain insurance as specified in this section at all times during the term of this Contract. All insurance policies required by this Contract shall be issued by insurance companies as approved by the Town/HOA. Manager shall provide to the Town/HOA certificates evidencing subcontractor insurance coverage required under this Contract within seven Business Days following the effective date, except that, if Manager’s subcontract is not in effect as of the effective date, Manager shall provide to the Town/HOA certificates showing Manager insurance coverage required under this Contract within seven business days following Manager’s execution of the subcontract. No later than 15 days before the expiration date of Manager’s or any subcontractor’s coverage, Manager shall deliver to the Town/HOA certificates of insurance evidencing renewals of coverage. At any other time during the term of this Contract, upon request by the Town/HOA, Manager shall, within seven business days following the request by the Town/HOA, supply to the Town/HOA evidence satisfactory to the Town/HOA of compliance with the provisions of this section.
Proposal Format
Costs for performing services outlined in this Request for Proposals (RFP) shall be clearly stated to allow the Town to effectively evaluate each proposal. A potential daily schedule of services should also be included.
Refinements and Improvements
Applicants should feel free during the proposal submission process to provide any suggestions or comments that might be advantageous for the Town to consider in terms of efficiencies, issues, or processes. The Town is not committed to any single scenario, however efficiency of resources and minimizing impacts are critical in completing all work.
Administrative Information
Issuing Agency
This RFP is issued by the Town of Frisco’s Community Development Department. For questions, please contact James Gorham, Economic Development Manager, at jamesg@townoffrisco.com. The Contract resulting from this RFP will be between the Town of Frisco and the Manager until which time the HOA is established.
Purpose
This RFP provides prospective Managers with sufficient information to prepare and submit proposals for consideration by the Town. To be considered responsive, each proposal must provide for completion of the tasks outlined in the RFP. This RFP contains the instructions governing the proposals to be submitted and the materials to be included therein. These are mandatory requirements that must be met to be eligible for consideration.
Inquiries, Questions, and Scheduling
Prospective applicants are welcome to make inquiries and ask questions concerning the RFP, obtain clarification of any requirements, or schedule a site visit to the property. All questions concerning this RFP must be submitted by email to James Gorham, Economic Development Manager for the Town of Frisco, by Monday, July 13, 2026, at 12:00pm MST. Addenda and responses to questions will be distributed on or before Friday, July 17, 2026, at 12:00pm MST. Proposals must be submitted to the Town of Frisco via email to jamesg@townoffrisco.com byThursday, July 30, 2026, at 12:00pm MST. The proposal should outline the schedule for commencement of service.
Proposal Content
The proposal submitted must clearly address the requirements outlined in the RFP. Any concerns that the prospective Manager may have about meeting these requirements shall be specifically identified in the proposal.
Scope of Work
Provide an outline of the prospective Manager’s understanding of the project. Summarize the basic approach to providing the services, and any recommendation on improving efficiencies in the process.
Qualifications
The prospective Manager shall furnish a summary of experience on similar projects and be prepared to provide examples. Include a brief description of past and current projects. Each summary shall include a brief project description and the name, address, email, and phone number of a local contact person involved in the project. The statement of qualifications should also provide a summary of the prospective Manager’s ability to successfully complete the requirements of this RFP. The statement of qualification shall be brief but shall include at a minimum the following:
- A brief history and professional experience of your firm in providing services for communities like the project and the number and type of similar communities you currently manage
- How many clients does your company currently manage in Summit County and how long has your company been working in Summit County
- What is the average length of time clients have stayed with your company
- What is the average ratio of property managers to properties
- What is the minimum experience required for your property managers
- Describe the software systems that your company uses
- Explain how you inspect, document, and handle violations of covenants and rules and regulations
- Explain your money handling procedures and financial reports, including internal accounting controls to protect the financial matters of the Association. Describe the financial reports you provide to the Boards of the communities you currently manage
- Identify work that is self-performed with in-house staff.
- Explain your relationship with vendors and subcontractors to accomplish the work to be performed in communities (exp: your company’s contact and rapport with a community’s trash collection vendor, landscape maintenance contractor, etc.)
- Detail your experience with handling interior and exterior property maintenance schedules, services, and emergency repairs.
Fee Proposal
Monthly fee for base services:
| Base Services: |
| Provide 24/7 contact number and maintenance to owners for emergency situations. |
| Provide options and cost proposals for approval for all non-emergent repairs and maintenance |
| Common Area Cleaning and Light Duty Maintenance |
| Collect all fees that Owners may be responsible for. |
| Third party contract procurement and management |
Hourly rates for additional services.
Where and when available, Manager may offer the following additional services:
| Additional Services: |
| Pedestrian Snow and Ice Removal |
| Intermediate Technician Labor |
| Skilled Maintenance Technician Labor |
| Licensed Journeyman Staff Electrician |
| Licensed Journeyman Staff Electrician |
| Third Party contracts, including but not limited to the procurement of contracts, or agreements for utilities, garbage, snow removal, and other services for the Project. |
| Replace HVAC filters semi-annually in any common area |
| Postage |
Submittal Information
Important Dates
RFP Release Date Monday, July 1, 2026
Questions Due Monday, July 13, 2026, by 12:00pm MST
Responses to Questions On or Before Friday, July 17, 2026, by 12:00pm MST
Proposals Due Thursday, July 30, 2026, by 12:00pm MST
Interviews (if needed) August 5th-6th, 2026
Selection and Contract Award August 10th, 2026
Instructions for Submission of Proposals
Please submit digital copies of the proposal either via email to the address below or via flash drive delivered to the address below. Please note, files over 10 MG cannot be accepted via email and must be delivered via flash drive or through a file share service such as Dropbox. Submittals must be received no later than 12:00pm, Thursday, July 30th, 2026.
Email: jamesg@townoffrisco.com
Delivery: Town of Frisco
Attn: James Gorham, Economic Development Manager
Community Development Department
1 Main Street
PO Box 4100
Frisco, Colorado 80443
The Town will not accept late proposals. The Town reserves the right to reject any or all proposals or accept what is, in its judgment, the proposal which is in the Town’s best interest. The Town further reserves the right, in the best interests of the Town, to waive any technical defects or irregularities in any and all proposals submitted. Any restrictions on the use of data contained within a proposal must be clearly stated in the proposal itself. All materials submitted regarding this RFP become the property of the Town and will only be returned at the Town’s option.
During the RFP selection process, all proposals shall remain confidential. The entire selection process (procurement) file shall be opened to the public (which includes all proposers) after an agreement is approved by the Town, except those items for which confidentiality has been requested in writing by the Proposer, and providing that the Town Attorney has reviewed and determined this to be properly confidential under the State Open Records Act and other relevant statutes and regulations.
The Town are not liable for any costs incurred by those who have submitted proposals prior to the issuance of a signed contract.
Proposer Interviews
The Town may conduct interviews with selected firms during August 5th-6th, 2026. The Town requests the proposers seek to make themselves available during this time. Any cost incurred by the respondents in preparing or submitting a response to this RFP or interviewing for this project shall be the respondents’ sole responsibility.
The Town of Frisco reserves the right to make the award based on the proposal deemed most favorable to the Town, to waive any information, or to reject any or all proposals. The proposal shall remain open and not be withdrawn for a period of sixty (60) days from the submittal date. The Town intends to make a proposal selection within 21 business days after the closing date for receipt of proposals.
Proposal Evaluation and Selection
The Town intends to engage the most qualified prospective Manager available for this assignment while minimizing the costs to the Town. Responsiveness to the RFP will be a basis for evaluation. Proposals shall provide a straightforward and concise presentation adequate to satisfy the requirements of the RFP. The proposal should clearly express the prospective Manager’s understanding of the Town’s specific requirements, indicating the prospective Manager’s qualifications to conduct this service in a thorough and efficient manner.
Failure to disclose a conflict of interest is a misdemeanor criminal offense under Colorado Law. Such conflict may arise if any public official exercises any substantial discretionary function in connection with a government contract, purchase, payment, or other pecuniary transaction without necessary disclosures ad defined by Colorado Revised Statutes (C.R.S.) Section 18-8-308 as amended.
Selection Process
- The Town reserves the right to reject any and all proposals, to consider alternatives, to waive irregularities, and to re-solicit proposals.
- The Town reserves the right to conduct such investigations of, and discussions with, those who have submitted proposals or other entities as it deems necessary to assist in the evaluation of any proposal or to secure maximum clarification and completeness of any proposal.
- All proposals submitted must be valid for a minimum period of sixty (60) days after the date of the proposal opening. Each proposal must submit a list of all subcontractors, independent contractors, or subconsultants employed or proposed to be employed by the prospective Manager in the performance of the contract.
- Selection of a Manager will be made at the discretion of the Town. The Town may consider the following criteria when evaluating proposals, including but not limited to:
- Cost
- The reputation, experience, and efficiency of the prospective manager.
- The ability of the prospective Manager to perform the Contract or provide the goods and services within the time specified
- The comparative quality of the goods and services bid
- The prospective Manager’s performance under previous contracts with the Town of Frisco
- The number and scope of conditions attached to the proposal
- The prospective Manager’s interest in the project, as well as their understanding of the project scope and the specific requirements of the Town.
- The application of all the above criteria to any sub-consultants, subcontractors, or products to be utilized by the prospective Manager.
- Contract negotiations will take place with the most qualified prospective Manager. The Town reserves the right to incorporate specific contract provisions into the prospective Manager’s standard contract if the Town’s standard contract cannot be used. Such provisions include but are not limited to insurance and indemnification provisions and governmental immunity provisions. If a contract cannot be negotiated, the negotiations will be terminated in writing and negotiations will begin with the next most qualified prospective manager.
Attachments
- Site Plan for Mary Ruth Place
- Property Maintenance Outline of Tasks
- Town of Frisco Contract for Goods and/or Services Template
Attachment 1 – Site Plan for Mary Ruth Place
Attachment 2 – Property Maintenance Outline of Tasks
Property Maintenance Outline of Tasks
Items include but are not limited to:
- On Call 27/7 (must respond to an emergency within One Hour and within 24 hours for non-emergency requests)
- Common Area issues and repairs
- Locks, lockouts, and secure premises
- Gutter/heat tape maintenance
- Manage maintenance requests/repairs and complaints
- Coordinate and supervise repairs with subcontractors.
- Removal of items left in or outside of unit at turn over.
- Snow removal
- Landscape maintenance
- Damage cost estimates and repair recommendations for common areas.
- Coordination for the removal of abandoned or unauthorized vehicles
- Cleaning of Trash & Recycling areas
- Coordination of exterior maintenance and repairs on buildings, structures, common areas, and facilities
INVITATION TO BID
Notice is hereby given that the Town of Frisco (the “Town”) will receive sealed bids for Slurry Seal Project 2026 until 1:00p.m., August 4th, 2026.
The specifications for the construction of Town of Frisco Slurry Seal Project 2026 are currently available from The Town’s Public Works Department offices at 102 School Road, Frisco CO 80443. Or by emailing Chris Johnsen at chrisj@townoffrisco.com. Each bidder may obtain one set of specifications.
The Town reserves the right to reject any and all bids, and to make final determination in the event of duplications.
No bid may be withdrawn for a period of sixty (60) days after the date set for opening thereof.
There will be a mandatory pre-bid meeting on July 27, 2026 at 10:00a.m. The meeting will be conducted at Frisco Public Works, 102 School rd., Frisco, CO 80443.
Question will be due by 5:00 PM July 29, 2026 and answers will be posted by 4:00 p.m., July 30, 2026.
Colorado labor shall be employed to perform the work for which bids are requested herein to the extent of not less than eighty percent (80%) of each type or class of labor in the several classifications of skilled and common labor employed on such work, pursuant to C.R.S. § 8-17-101.
The bid [and the deposit or bond] shall be filed with the Town Clerk, securely sealed and endorsed on the outside with a brief statement as to the nature of the item or work for which the bid is provided. [Upon a bid award, such deposit or bond shall be returned to the unsuccessful bidder(s). In the case of the successful bidder, the deposit or bid bond will be returned upon receipt of the required payment and performance bonds, each in the full amount of the contract price.]
Bids will be opened publicly at 1:00 p.m. August 4th, 2026 at Frisco Public Works, 102 School rd., Frisco, CO 80443, and shall be tabulated by the Town. Electronic (email) bids must be received by 1:00p.m., August 4th, 2026.
Any questions regarding the project should be directed to Chris Johnsen, Project Manager, at (970)668-0836, or at the following e-mail address: chrisj@townoffrisco.com.
Bid results are usually available one hour after bid opening by calling (970)668-0836