HomeMy WebLinkAboutRFP - 9900 ELECTRIC VEHICLE READINESS ROADMAP UPDATERFP 9900 Electric Vehicle Readiness Roadmap Update Page 1 of 36
REQUEST FOR PROPOSAL
9900 ELECTRIC VEHICLE READINESS ROADMAP UPDATE
RFP DUE: 3:00 PM MT (Mountain Time), November 6, 2023
This project will update the City of Fort Collins’s 2017 Electric Vehicle Readiness Roadmap to
provide up to date information on electric vehicle (EV) trends, best practices, market conditions,
EV related vision and goals, and actionable near-, medium-, and long-term strategies. The City
remains committed to facilitating increased EV adoption throughout the community as well as
leading by example and electrifying relevant vehicle fleets throughout the organization. The scope
of this Plan is focused on supporting the current and future adoption of EVs, including on-road
personal and fleet vehicles, and necessary EV and utility infrastructure. Reflecting the needs of
the community and its stakeholders, the Plan shall be actionable and built on shared regional
goals. The Plan developed shall include an assessment of the existing EV market, a d escription
of key barriers (e.g., land use code and zoning, cost, access to information, etc.), stakeholder
engagement, and an EV readiness roadmap covering community goals, infrastructure
deployment, and cost analysis..
As part of the City’s commitment to sustainability, proposals must be submitted online through
the Rocky Mountain E-Purchasing System (RMEPS) at http://www.bidnetdirect.com/colorado/city-
of-fort-collins. Note: please ensure adequate time to submit proposals through RMEPS. Proposals
not submitted by the designated Opening Date and Time will not be accepted by RMEPS.
All questions should be submitted, in writing via email, to Ed Bonnette, CPM, CPPB,
Senior Buyer at ebonnette@fcgov.com, with a copy to Dashiell Bubar-Hall, Project
Manager, at DBubar-Hall@fcgov.com , no later than 3:00 PM MT on October 23, 2023.
Please format your e-mail to include: RFP 9900 ELECTRIC VEHICLE READINESS ROADMAP
UPDATE in the subject line. Questions received after this deadline may not be answered.
Responses to all questions submitted before the deadline will be addressed in an addendum
and posted on the Rocky Mountain E-Purchasing System webpage.
Rocky Mountain E-Purchasing System hosted by BidNet
A copy of the RFP may be obtained at http://www.bidnetdirect.com/colorado/city-of-fort-collins.
This RFP has been posted utilizing the following Commodity Code(s):
91800 Consulting Services
91832 Consulting Services (Not Otherwise Classified)
91843 Environmental Consulting
91858 Governmental Consulting
91896 Transportation Consulting
Prohibition of Unlawful Discrimination: The City of Fort Collins, in accordance with the
provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d-
4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract
entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded
full and fair opportunity to submit bids in response to this invitation and will not be discriminated
against on the grounds of race, color, or national origin in consideration for an award.
Financial Services
Purchasing Division
215 N. Mason St. 2nd Floor
PO Box 580
Fort Collins, CO 80522
970.221.6775
970.221.6707
fcgov.com/purchasing
RFP 9900 Electric Vehicle Readiness Roadmap Update Page 2 of 36
The City strictly prohibits unlawful discrimination based on an individual’s gender (regardless of
gender identity or gender expression), race, color, religion, creed, national origin, ancestry, age
40 years or older, marital status, disability, sexual orientation, genetic information, or other
characteristics protected by law. For the purpose of this policy “sexual orientation” means a
person’s actual or perceived orientation toward heterosexuality, homosexuality, and bisexuality.
The City also strictly prohibits unlawful harassment in the workplace, including sexual
harassment. Further, the City strictly prohibits unlawful retaliation against a person who engages
in protected activity. Protected activity includes an employee complaining that he or she has been
discriminated against in violation of the above policy or participating in an employment
discrimination proceeding.
The City requires its Service Providers/Professionals to comply with the City’s policy for equal
employment opportunity and to prohibit unlawful discrimination, harassment and retaliation. This
requirement applies to all third-party Service Providers/Professionals and their
subcontractors/subconsultants at every tier.
Public Viewing Copy: The City is a governmental entity subject to the Colorado Open Records
Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject to
public disclosure by the City pursuant to CORA and City ordinances. Professionals may submit
one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of
the proposal, Professionals may redact text and/or data that it deems confidential or proprietary
pursuant to CORA. All pricing will be considered public records subject to disclosure under CORA
and as such pricing cannot be redacted from the “FOR PUBLIC VIEWING” version of the
proposal. Failure to provide a public viewing copy will be considered a waiver of any claim of
confidentiality under CORA without regard to how the applicant’s proposal or certain pages of the
proposal are marked confidential, proprietary, or similar. Such statement does not necessarily
exempt such documentation from public disclosure if required by CORA, by order of a court of
appropriate jurisdiction, or other applicable law. Generally, under CORA, trade secrets,
confidential commercial information and financial data information may not be disclosed by the
City. Proposals may not be marked “Confidential” or ‘Proprietary’ in their entirety. By responding
to this RFP, Professionals hereby waives any and all claims for damages against the City for the
City’s good faith compliance with CORA. All provisions and pricing of any contract resulting
from this request for proposal will be public information.
Service Providers/Professionals Registration: The City requires new Service Providers/
Professionals receiving awards from the City to submit IRS form W-9 and requires all Service
Providers/ Professionals to accept Direct Deposit (Electronic) payment. If needed, the W-9 form
and the Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website
at www.fcgov.com/purchasing under Vendor Reference Documents. Please do not submit these
documents with your proposal, however, if you take exception to participating in Direct Deposit
(Electronic) payments please clearly note such in your proposal as an exception. The City may
waive the requirement to participate in Direct Deposit (Electronic) payments at its sole discretion.
Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall
have a financial interest in the sale to the City of any real or personal property, equipment,
material, supplies or services where such officer or employee exercises directly or indirectly any
decision-making authority concerning such sale or any supervisory authority over the services to
be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift,
gratuity favor, entertainment, kickback or any items of monetary value from any person who has
or is seeking to do business with the City of Fort Collins is prohibited.
RFP 9900 Electric Vehicle Readiness Roadmap Update Page 3 of 36
Collusive or Sham Proposals: Any proposal deemed to be collusive or a sham proposal will be
rejected and reported to authorities as such. Your authorized signature of this proposal assures
that such proposal is genuine and is not a collusive or sham proposal.
The City of Fort Collins reserves the right to reject any and all proposals and to waive any
irregularities or informalities.
Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow
other state and local governmental agencies, political subdivisions, and/or school districts to
utilize the resulting award under all terms and conditions specified and upon agreement by all
parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in
the current term or in any future terms.
The selected Service Provider/Professional shall be required to sign the City’s Agreement prior
to commencing services (see sample attached to this document).
Sincerely,
Gerry Paul
Purchasing Director
RFP 9900 Electric Vehicle Readiness Roadmap Update Page 4 of 36
I. BACKGROUND & OBJECTIVE / OVERVIEW
A. Objective
This project will update the City of Fort Collins’s 2017 Electric Vehicle Readiness
Roadmap to provide up to date information on electric vehicle (EV) trends, best practices,
market conditions, EV related vision and goals, and actionable near-, medium-, and long-
term strategies. The City remains committed to facilitating increased EV adoption
throughout the community as well as leading by example and electrifying relevant vehicle
fleets throughout the organization. The scope of this Plan is focused on supporting the
current and future adoption of EVs, including on-road personal and fleet vehicles, and
necessary EV and utility infrastructure. Reflecting the needs of the community and its
stakeholders, the Plan shall be actionable and built on shared regional goals. The Plan
developed shall include an assessment of the existing EV market, a description of key
barriers (e.g., land use code and zoning, cost, access to information, etc.), stakeholder
engagement, and an EV readiness roadmap covering community goals, infrastructure
deployment, and cost analysis.
Local governments are uniquely positioned to advance emissions reduction strategies in
buildings, energy generation, and transportation. The Polis Administration’s Roadmap to
100% Renewable Energy By 2040 and Bold Climate Action calls for local governments to
lead by example, and for the State to support local government EV planning and
investment in EV charging infrastructure. In developing these plans, local and regional
governments can develop a common vision for EV readiness, identify key partnerships
and actionable strategies needed to achieve the vision, and prepare for and stimulate
community adoption of EVs. The Plan developed with this grant shall support the Colorado
EV Plan of 2023 establishing a target of 940,000 EVs by 2030, as well as supporting
numerous local, state, and federal climate action plans in preparing for and implementing
actions that support increased use of EVs throughout the region.
B. Background
The City and community need an updated strategic plan to continue supporting increased
EV usage and align internal/external resources. The Professional selected for this project
will provide outside expertise to update the readiness plan in close cooperation with City
staff from several departments and other key partners. The proposed EV Readiness Plan
should address the following elements:
• Overall- establish updated vision, goals, strategies, and clearly defined roles for City
of Fort Collins Departments, the private sector and the Fort Collins community which
incorporate:
o Action items for City efforts to inform budget offers and program offerings
o Strategies for increasing private sector investment in EVs and infrastructure
o Strategies to be grant ready (e.g. State and Federal EVSE funding)
o The role of EVs in the community transportation hierarchy
o Updated projections related to EV ownership, charging supply/demand, service
capacity upgrades for DAC residents, and related utility/grid implications
RFP 9900 Electric Vehicle Readiness Roadmap Update Page 5 of 36
o EV charging station research to inform future infrastructure needs that are
equitably placed both locally and regionally, including considerations of
innovative technology such as bidirectional charging.
o Charging demand for various categories of users (public, private, workplace,
residential)
o Best practices for addressing equity related EV/EVSE issues (multi-family EV
charging, ADA accessibility, EV rideshare, unbanked residents)
o Forecasts of projected Northern Colorado EV adoption and regional coordination
strategies
o Best practices for education, outreach & incentives
o Recommendations for any policy, building code, permitting & enforcement
actions
o EVSE fee structure such as flat hourly rate vs. per kWh, and variable rates (peak
vs off peak)
o Continued City fleet & transit opportunities (highlighting accomplishments to
date)
The updated EV Readiness Plan will provide the clarity and alignment needed to advance
Fort Collins to the next level of EV adoption. It will inform future efforts and align with the
existing plans including 2019 City Plan, 2019 Transportation Master Plan, 2019
Sustainability and Adaptation Plan, 2021 Our Climate Future Plan, 2023 Transportation
Demand Management Plan, and 2023 Zero-Emission Bus Transition Plan.
II. PROJECT GOAL AND OBJECTIVES
A. Scope of Work
Primary Goal:
Create an updated strategic plan (EV Readiness Roadmap) to support current and future
electric vehicle adoption in the City of Fort Collins with an understanding of EVs as one
option of many for community transportation.
Linkage to City Strategic Objectives:
2019 City Plan
Principle ENV 2: Become a carbon-neutral community by 2050 and improve the
community’s resilience to prepare for and adapt to the impacts of climate change.
• Policy ENV 3.3- Support a systems approach to transition from the use of natural gas to
renewable electricity in buildings and for transportation.
Principle ENV 4: Protect human health and the environment by continually improving air
quality.
RFP 9900 Electric Vehicle Readiness Roadmap Update Page 6 of 36
• Policy ENV 4.6- Promote efforts to reduce fuel consumption and associated pollutant
emissions from vehicles and non-road engine sources, such as lawn and garden
equipment.
Principle T 3: Lead transportation innovation by exploring and utilizing emerging and
transformative systems and technologies.
• Policy T 3.1- Update design standards, policies and operational strategies to support
and manage newly emerging transportation options (e.g. autonomous vehicles, electric
vehicles, electric-assist bicycles, drones and e-scooters).
• Policy T 3.9- Encourage, prioritize, and support the purchase of electric vehicles through
the design, management, outreach, education, policy updates, broad-based
coordination, incentives and operations of streets and wayside infrastructure such as
electric-vehicle charging stations.
• Policy T 3.10- Prioritize transportation planning projects and programs that support the
Electric Vehicle Readiness Roadmap (EVRR) Goals.
Principle T 9: Utilize the transportation system to support a health and equitable community.
• Policy T 9.2- Develop a program to promote energy efficient and environmentally
sensitive transportation choices. Coordinate the building code with the growth in new
transportation fuels such as electricity or hydrogen.
• Policy T 9.5- Provide equitable access to services and resources, particularly for
marginalized and underresourced communities as identified in the Health Equity Index
Analysis in the City Plan Trends and Forces Report and other future equity analyses.
• Policy T 9.9- Prioritize transportation planning projects and programs that support CAP
and GHG-reduction goals.
2021 Our Climate Future
Big Move 13: Electric Cars and Fleet
• ECF1- Assess community needs for electric vehicle infrastructure programs
• ECF3- Support market driven adoption of electric cars
• ECF5- Encourage EV car shares supporting low-income areas
Performance Metrics:
• Success will be measured by the creation of an adaptable and equitable updated EV
roadmap which lays out a set of strategic next steps to advance community and
municipal EV adoption which:
▪ Are flexible to changes in technology
▪ Prepare for future conditions
▪ Identify key roles and responsibilities for all stakeholders involved (public &
private sector) with key action steps
▪ Align with established City plans and objectives
• Potential metrics could include:
RFP 9900 Electric Vehicle Readiness Roadmap Update Page 7 of 36
▪ Fort Collins EV ownership data
▪ Updates to the Fort Collins EV readiness rating, as measured by the
Alternative Fuels Data Center methodology by the Department of Energy
▪ EV adoption rate goal (i.e. by 2030 50% of new vehicles purchased will be
EVs)
▪ EVSE coverage of level 2 and level 3 chargers
▪ Analysis through an Equity Lens and triple-bottom line perspective (economic,
environmental, social)
B. Project Budget
$40,000 Colorado Energy Office Grant award
$13,333 Local Match
Total Project Budget, NOT TO EXCEED - $53,333
C. CONSULTANT PLANNING TASKS
Task 1: Work Plan and Public Involvement Plan
● Project Initiation. Upon receiving the notice to proceed, the Consultant shall organize a
kick-off meeting with the City project manager to discuss and refine project goals,
expectations, tasks, approaches, and identify the timeline and milestones.
● Project management. City staff will be responsible for overall project management and
a project management team will be established with representation from relevant City
departments. The Consultant is expected to manage technical aspects of the Plan, and
lead aspects as outlined in the scope of work. Recommendations regarding roles and
responsibilities of City staff and the Consultant should be articulated in the response to
this RFP. The Consultant is encouraged to propose innovative approaches to develop
this Plan and should identify and emphasize those areas where their qualifications and
expertise would most benefit this project.
● Plan administration. Dashiell Bubar-Hall, Transportation Planner, will serve as the City
of Fort Collins project manager for the Plan update. The Consultant will confer/meet with
the project manager on a bi-weekly basis (at a minimum) to provide updates on Plan
status and progress made, and solicit direction as needed. The Consultant is
responsible for preparing meeting agendas and minutes for the City’s project manager.
Agendas shall be submitted within three (3) business days prior to a project meeting,
and the minutes shall include the meeting date and time, agenda, list of attendees,
contact information and as summary of completed and open action items.
o The Consultant shall prepare bi-weekly progress summary reports. These reports
shall include:
▪ Project progress to date
▪ Work planned in the next bi-weekly period
▪ Identification of open issues
▪ Action item list with task status, identification of responsible party for each
task, and target completion dates.
RFP 9900 Electric Vehicle Readiness Roadmap Update Page 8 of 36
▪ Draft material for review (more than three days may be required
depending on the nature and amount of content)
● Ad-hoc Technical Advisory Committee. An ad-hoc Technical Advisory Committee
(TAC) will be assembled to help inform the Plan’s development, including, but not limited
to, the existing conditions, strategies, community engagement, recommendations, and
implementation. It is envisioned that this group will be comprised of various experts to be
consulted and advised by on an as-needed basis. Below is a preliminary list of potential
City departments and organizations to assemble as part of the TAC. This list can be
expanded and modified as necessary.
o City of Fort Collins
▪ Utilities (Energy Services, Light & Power engineering)
▪ Sustainability Services
▪ FC Moves (Mobility Management and Planning, Active Modes)
▪ Transfort
▪ Engineering
▪ Parking Services
▪ Operation Services
▪ Streets
▪ Planning
▪ Parks
▪ Office of Diversity, Equity, and Inclusion
o External
▪ Colorado State University
▪ North Front Range Metropolitan Planning Organization
▪ Platte River Power Authority
▪ Larimer County
▪ Neighboring Municipalities
▪ Northern Colorado Clean Cities Coalition (NCCC)
▪ Drive Clean Colorado (DCC)
▪ Electrification Coalition
● Work Plan and Public Involvement Plan. Following the initial kickoff meeting between
the Consultant and City project manager, the Consultant will develop a detailed work
plan, including public involvement to guide the Plan’s development. This will include (at
minimum) the following elements:
o Refined scope of work detailing study tasks, goals, objectives, and deliverables.
o Detailed schedule identifying key milestones and deliverables.
o Public Involvement Plan, including digital and in-person engagement.
▪ Include strategies for reaching historically underrepresented groups,
including non-English speaking communities.
▪ Include outreach and communication mechanisms tailored to specific
audiences to maximize the effectiveness of outreach and program goals.
▪ Include strategy for community questionnaire development and
deployment, including engagement strategies for disadvantaged
communities utilizing community advocates.
Task 2: Existing Plan, Literature, and Best Practices Review
The purpose of this task is to 1) identify and document the existing plans, literature, and best
practices related to EV adoption and EVSE deployment relevant to Fort Collins, and 2) conduct
a comprehensive review of resources (provided below) to help inform the development of the
RFP 9900 Electric Vehicle Readiness Roadmap Update Page 9 of 36
plan vision and goals, gaps and opportunities, barriers to adoption/deployment, strategies, and
recommendations for the Plan’s update.
● The following plans and reports should be reviewed as part of this task and be used in
developing the content featured in the EVRR update. This is not an exhaustive list and
further resources may be identified and added to a refined scope of work.
o 2017 Electric Vehicle Readiness Roadmap
o 2019 City Plan including the Transportation Master Plan
o 2019 Municipal Sustainability and Adaptation Plan
o 2021 Our Climate Future Plan
o 2023 Transportation Demand Management
o 2023 Zero-Emission Bus Transition Plan
o Parking Plan
o City Municipal Codes (especially recently updated building code)
o Development Review Process (processes related to EVSE requirements and
parking)
o Fort Collins Utilities electric capacity fees and processes
Task 3: Vision/Goal Refinement, Initiate Community Engagement
● The purpose of this task is to engage stakeholders and the community to revisit the
goals, vision, and objectives established in the 2017 EVRR and to update them to reflect
the current state of the City.
○ Develop the community questionnaire that will be distributed based on the
approach identified in the Public Involvement Plan
○ Conduct initial focus group and working group meeting to review content from
Task 2 and update goals, objectives, and vision
○ Review and finalize goals, objectives, and vision with the TAC
Task 4: Existing Conditions and Community Context
● The purpose of this task is primarily to review the existing conditions and community
context section within the 2017 EVRR and update it with current data and information.
The Consultant should highlight how the City and the region have changed since 2017,
highlighting how these changes are relevant to EV/EVSE infrastructure and adoption.
This task, along with Task 5, will constitute an update to the “Introduction” section of the
2017 EVRR.
o Develop a report identifying existing conditions related to EV and EVSE trends in
and around Fort Collins, including:
▪ Population, employment, transportation, housing, economic, permitting,
zoning, utility application and energization, and other trends in Fort
Collins and the region that impact EV adoption and EVSE deployment
▪ Barriers to EV adoption and EVSE deployment
▪ Utility distribution capacity, electric capacity fees, and EV/EVSE
implications
▪ EV adoption data and trends
▪ EVSE deployment and utilization data
RFP 9900 Electric Vehicle Readiness Roadmap Update Page 10 of 36
o The Consultant shall also review community permitting and zoning processes for
EV charging stations, with a focus on DC fast-charging stations. Reference
resources as needed including the recent analysis, Planning and Zoning for
Electric Vehicle Charger Deployment, and NESCAUM's 2019 white paper,
Preparing Our Communities for Electric Vehicles: Facilitating Deployment of DC
Fast Chargers for a better understanding on emerging best practices. As part of
the Plan, the Consultant shall make recommendations on ways to streamline the
community's/communities' permitting process for EV charging stations.
Task 5: EV Market Assessment
● This task will update the “EV Overview” section within the Introduction of the 2017 EVRR
by providing general information about EVs and EVSE infrastructure, including:
o EV vehicle types (plug-in electric vehicles, plug-in hybrid, hybrid)
▪ Cost of ownership of EV vs. conventional engines
▪ Medium- and heavy-duty vehicle information
▪ Transit vehicle information
▪ E-bikes and electric micromobility
▪ Availability and cost of ownership for used EVs for disadvantaged
communities
o EVSE categories (level 1, level 2, DCFC, vehicle to grid)
▪ Charging capabilities and use cases
▪ Cost of installation and maintenance
▪ Interconnection requirements
o State and National initiatives
▪ Tax rebates for EV purchases
▪ Funding sources for EVSE installation
o Vehicle Manufacturer information
▪ Vehicle availability
▪ Production and supply chain implications
Task 6: Charging Demand Analysis
● The purpose of this task is to identify areas of the city that need additional charging
capabilities, identify specific sites in the city that are suited or not suited for EVSE
installation, and provide a roadmap for increasing EVSE infrastructure within the city.
This analysis will be used to help inform City investment decisions but will also allow the
private sector to justify EVSE installations that fill a gap in charging access when
applying for state and federal funding. This task will specifically address:
o Public charging needs
▪ City-owned property
▪ Property of partners identified through the planning process
o Private charging needs
o Workplace charging needs
▪ City employees
▪ General workforce
o Residential charging needs
▪ Multifamily units
▪ Rental units
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▪ Older single-family units with outdated infrastructure
o Smart grid operations and distribution, grid and utility systems based on charging
types and levels
Task 7: EV and EVSE Equity analysis
● The 2017 EVRR contained a brief section related to equity and EV/EVSE equity will be a
point of emphasis within the updated plan. The content generated during this task will
be featured in multiple sections of the Plan, including the community context/existing
conditions as well as distinct equity-focused strategies. The following equity issues
should be evaluated but additional topics may be added to the refined scope of work:
o Vehicle acquisition assistance for low-income residents
o EV ride share programs for disadvantaged populations
o EVSE installation at multifamily units, especially at lower cost complexes
o ADA accessibility of EVSE infrastructure
o Solutions for EVSE access for individuals lacking access to smartphones and
traditional banking/credit systems
Task 8: Strategy Development and Implementation Plan
● This task will provide the City with a coherent set of strategies that achieve the goals and
objectives of the EVRR and other established plans along with a prescribed approach for
implementation of the strategies. The strategies from 2017 should be revisited to
understand what worked, what failed to get off the ground, and why. This task will
constitute an update to the “Readiness Strategies” and “Strategies” sections of the
EVRR, including:
o Update the methodology and data collection approaches that will be used to
inform strategy development
o Identify key partnerships and the role they will have in implementing strategies
throughout the community and surrounding area
o Develop categories that each strategy will fall under
o Develop actionable strategies that are directly related to stakeholder and
community input or derived from analysis conducted during the plan update
▪ Short-, medium-, and long-term
Task 9: Plan Adoption
● The Consultant will assist City Staff in presenting findings and recommendations from
the Plan’s update to relevant boards and commissions, leading up to formal plan
adoption from City Council. An initial list of boards and commissions to be engaged is
featured below, but additional entities may be identified during the planning process.
o Transportation Board
o Senior Advisory Board
o Bicycle Advisory Board
o Disability Advisory Board
o Air Quality Advisory Board
o Planning and Zoning Commission
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D. Project Deliverables
Preparation of a Fort Collins EV Readiness Roadmap. The primary deliverable will be
producing an updated Electric Vehicle Readiness Roadmap document that incorporates
the work produced from tasks 1 through 8. This document will follow a similar format to
the original produced in 2017, unless an innovative alternative is proposed.
o Task 1 Deliverables
o Work Plan
o Public Engagement Plan
o Task 2 Deliverables
o Existing Plan, Literature, and Best Practices summary document
o Task 3 Deliverables
o Finalized goals, objectives and vision
o Task 4 and 5 Deliverables
o Updated “Introduction” chapter of EVRR
▪ Existing conditions and community context
▪ EV market assessment
o Task 6 Deliverables
o Charging Demand Analysis report and exhibits
o Task 7 Deliverables
o Updated equity section of EVRR (to be incorporated where
appropriate)
o Task 8 Deliverables
o Updated strategies
o Implementation Plan
The desired outcomes from the deliverables include but is not limited to:
o Incorporation of the existing conditions report including barriers, opportunities
and spatial data
o An EV vision statement and corresponding goals that tie into the community’s
larger transportation, equity, environment and sustainability objectives
o A toolbox of Policies, Codes, Regulations and Processes for the City to
address EV Readiness effectively
o Strengths and weaknesses of existing EV charging infrastructure and
recommendations for future deployments
o Updated EV adoption projections including projected EV ownership, EVSE
installation, and grid/utility implications
o Short-, medium-, and long-term recommendations and clarification of low and
high priority recommendations
o An education and outreach strategy for the City to utilize as it moves forward
with implementing the recommendations within the EV Readiness Plan
o Clearly defined roles and responsibilities of City Departments with respect to
the proposed recommendations and action steps in the Plan
o Cost estimates for action items to inform budget offers and program offerings
o Data files of all maps and exhibits developed through this process
RFP 9900 Electric Vehicle Readiness Roadmap Update Page 13 of 36
Consultant Work Timeline
• Major Milestones
o Tasks 1-3 complete by February, 2024
o Task 4-5 complete by April, 2024
o Task 6-8 completed by June, 2024
▪ Draft Report due by mid-June, 2024
▪ Final Report due by July 30th, 2024
o Task 9 completed by August 2024
Additional Consultant Team Tasks
o Participate in Project Management Team (PMT) meetings with the Fort Collins PMT
o Hold a minimum of three meetings with the technical advisory committee
o Provide two presentations to the Transportation Board over the course of the project
o Provide final presentations to commissions, boards, Council etc.
o Be responsible for organizing and facilitating all public, stakeholder and technical
advisory committee meetings
*The City Project Management Team will assist with the organizational logistics of the
above tasks
E. Anticipated RFP Schedule
The following represents the City’s target schedule for the RFP. The City reserves the
right to amend the target schedule at any time.
• RFP issuance: October 13, 2023
• Question deadline: 3:00 PM MT on October 23, 2023
• Final Addendum Issued: October 26, 2023 or before
• Proposal due date: 3:00 PM MT on November 6, 2023
• Interviews (tentative): Week of November 13, 2023
• Award of Contract (tentative): November 27, 2023
• Completion of project: August 31, 2024
F. Budget
$40,000 Colorado Energy Office Grant award
$13,333 Local Match
Total Project Budget (NOT TO EXCEED) - $53,333
RFP 9900 Electric Vehicle Readiness Roadmap Update Page 14 of 36
G. Interviews
In addition to submitting a written proposal, the top-rated Professionals may be
interviewed by the RFP assessment team and asked to participate in an oral presentation
to provide an overview of the company, approach to the project and to address questions.
The evaluation criteria for the oral interviews will be the same as the criteria for the written
evaluations and is included in Section IV.
Because of recent events involving COVID-19, the City may use non-traditional methods
for the optional interview phase of the assessment process. The City will receive and score
written proposals. However, instead of traditional in-person interviews for the optional
interview session, the City may opt to use alternate methods including, but not limited to
remote interviews through a platform such as Microsoft Teams or Zoom.
H. Travel & Expenses
Subject to the terms of the Agreement, reasonable expenses may be reimbursable per
the current rates found at www.gsa.gov. Professional will be required to provide original
receipts to the City for all travel expenses.
I. Subcontractors/Subconsultants
Professional will be responsible for identifying any subcontractors and/or subconsultants
in their proposal. Please note that the City will contract solely with the awarded
Professional; therefore, subcontractors and/or subconsultants will be the responsibility of
the Professional.
J. Current standards
All work and/or materials must meet current standards in force by recognized technical
and professional societies, trade and materials supply associations, institutes and
organizations, bureaus and testing laboratories, and national, federal, state, county, and
local laws, codes and ordinances.
K. Fees, Licenses, Permits
The successful Professional shall be responsible for obtaining any necessary licenses,
fees or permits without additional expense to the City. All vehicles and equipment shall be
properly licensed and insured, carry the appropriate permits and be placarded as required
by law.
L. Laws and Regulations
The Professional agrees to comply fully with all applicable local, State of Colorado and
Federal laws and regulations and municipal ordinances to include American Disabilities
Act (ADA).
M. Invoicing and Payment
Invoices should be emailed monthly to invoices@fcgov.com with a copy to the Project
Manager. The cost of the work completed shall be paid to the Professional each month
following the submittal of a correct invoice by the Professional indicating the project name,
Purchase Order number, task description, hours worked, personnel/work type category,
hourly rate for each employee/work type category, date of the work performed specific to
RFP 9900 Electric Vehicle Readiness Roadmap Update Page 15 of 36
the task, percentage of that work that has been completed by task, 3rd party supporting
documentation with the same detail and a brief progress report.
Payments will be made using the prices stated in the Agreement. In the event a service
is requested which is not stated in the Agreement, the Professional and the City will
negotiate an appropriate unit price for the service prior to the Professional initiating such
work.
The City pays invoices on Net 30 terms.
N. COVID-19 Compliance
The Professional and its subcontractors/consultants shall comply with all state, county,
and local laws, ordinances, and public health orders established to reduce the spread of
COVID-19, as applicable. The Professional shall ensure employees and
subcontractors/subconsultants with COVID-19 symptoms do not report to the job
site. Professional must organize work to ensure individuals minimize contact and
maximize social distancing. Individuals must wear all standard worksite personal
protective equipment (PPE). In addition, individuals should wear a mask or cloth face
covering consistent with local public health recommendations and other applicable safety
requirements.
III. PROPOSAL SUBMITTAL
Please limit the total length of your proposal to a maximum of fifty (50) 8 ½ x 11” p ages
(excluding cover pages, table of contents, dividers and Acknowlegement form). Font shall be
a minimum of 10 Arial and margins are limited to no less than .5” for sides and top/bottom.
Extended page sizes, such as 11” x 17”, count as a single page and may be used for detailed
pricing. Links to other files or websites shall not be permitted. Proposals that do not conform
to these requirements may be rejected.
Professionals are required to provide detailed written responses to the following items in the
order outlined below. The responses shall be considered technical offers of what
Professionals propose to provide and shall be incorporated in the contract award as deemed
appropriate by the City. A proposal that does not include all the information required may be
deemed non-responsive and subject to rejection.
Responses must include all the items in the order listed below. It is suggested that the
Professionals include each of the City’s questions with their response.
The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and
presentation of their proposal.
A. Cover Letter / Executive Summary
The Executive Summary should highlight the content of the proposal and features of the
program offered, including a general description of the program and any unique aspects
or benefits provided by your firm.
Indicate your availability to participate in the interviews/demonstrations on the proposed
dates as stated in the Schedule section.
B. Professional Information
1. Describe the Professional’s business and background
2. Number of years in the business
RFP 9900 Electric Vehicle Readiness Roadmap Update Page 16 of 36
3. Details about ownership
4. An overview of services offered and qualifications
5. Size of the firm
6. Location(s) of offices. If multiple, please identify which will be the primary for our
account.
7. Primary contact information for the company including contact name(s) and title(s),
mailing address(s), phone number(s), and email address(s).
C. Scope of Proposal
1. Provide a detailed narrative of the services proposed if awarded the contract per the
scope above. The narrative should include any options that may be beneficial for the
City to consider.
2. Describe how the project would be managed and who would have primary
responsibility for its timely and professional completion.
3. Briefly describe the approach to execute the scope of work to include the methods and
assumptions used, and any exceptions and/or risks.
4. Describe the methods and timeline of communication your firm will use with the City’s
Project Manager and other parties.
5. Include a description of the software and other analysis tools to be used.
6. Identify what portion of work, if any, may be subcontracted or outsourced to
subconsultants. Include all applicable information herein requested for each
Professional.
7. How will you ensure compliance with Covid-19 requirements?
8. Can the work be completed in the necessary timeframe, with target start and
completion dates met?
9. Are other qualified personnel available to assist in meeting the project schedule if
required?
10. Is the project team available to attend meetings as required by the Scope of Work?
11. Provide an outline of the schedule for completing tasks.
D. Firm Capability and Assigned Personnel
Provide relevant information regarding previous experience related to this or similar
projects, to include the following:
1. Provide an Organization Chart/Proposed Project Team: An organization chart
containing the names of all key personnel and subconsultants with titles and their
specific task assignment for this Agreement shall be provided in this section.
2. Provide resumes for each professional and technical person to be assigned to the
project, including partners, subconsultants, and subcontractors. Please limit resumes
to one page. The résumés shall include at least three individual references from
previous assignments.
3. A list of qualifications for your firm and qualifications and experience of the specific
staff members proposed to perform the services described above.
RFP 9900 Electric Vehicle Readiness Roadmap Update Page 17 of 36
4. References. Provide a minimum of three similar projects with public agencies in the
last 5 years that have involved the staff and subcontractors/subconsultants proposed
to work on this project. Include the owner’s name, title of project, beginning price,
ending price, contact name, email and phone number, subconsultants on the team
and a brief description of the work and any change orders. The Professional
authorizes the City to verify any and all information contained herein and hereby
releases all those concerned providing information as a reference from any liability in
connection with any information provided.
5. Please address any issues and/or opportunities related to COVID-19 and remote
working. Specifically, how will you maintain the project on schedule and outreach to
stakeholders?
6. Provide any information that distinguishes Professional from its competition and any
additional information applicable to this RFP that might be valuable in assessing
Professional’s proposal.
7. What adjustments to your processes do you plan to make due to COVID-19?
E. Cost and Work Hours
In your response to this proposal, please provide the following:
1. Estimated Hours by Task: Provide estimated hours for each proposed task by job title
and employee name, including the time required for meetings, conference calls, etc.
2. Cost by Task: Provide the cost of each task identified in the Scope of Proposal section.
Provide a total not to exceed cost for the Scope of Proposal. Price all additional
services/deliverables separately.
3. Schedule of Rates: Provide a schedule of billing rates by category of employee and
job title to be used during the term of the Agreement. This fee schedule will be firm for
at least one (1) year from the date of the Agreement. The fee schedule will be used as
a basis for determining fees should additional services be necessary. Include a per
meeting rate in the event additional meetings are needed. A fee schedule for
subconsultants/subcontractors, if used, shall be included.
4. All direct costs (i.e., travel, printing, postage, etc.) specifically attributed to the project
and not included in the billing rates must be identified. Reasonable expenses may be
reimbursable as per the current rates found at www.gsa.gov. Professional will be
required to provide original receipts to the City for all travel expenses.
F. Sample Agreement
Included with this request for proposals is a sample Agreement that the City intends to
use for obtaining the services of the Professional. The Professional is required to review
this Agreement and indicate any objections to the terms of the contract. If revisions to the
contractual terms are requested, provide suggested revisions.
G. Acknowledgement
The Acknowledgement form is attached as Section V. Complete the attached form
indicating the Professional hereby acknowledges receipt of the City of Fort Collins
Request for Proposal and acknowledges that the Professional has read and agrees to be
fully bound by all of the terms, conditions and other provisions set forth in the RFP.
RFP 9900 Electric Vehicle Readiness Roadmap Update Page 18 of 36
IV. REVIEW AND ASSESSMENT CRITERIA
Proposal and Interview Criteria
Professionals will be evaluated on the following criteria. This set of criteria will be the
basis for review and assessment of the written proposals and optional interview session.
At the discretion of the City, interviews of the top-rated Professionals may be conducted.
The rating scale shall be from 1 to 10, a rating of 1 doesn’t meet minimum requirements,
a rating of 5 means the category fulfills the minimum requirements, and 10 exceeds
minimum requirements in that category.
WEIGHTING
FACTOR CATEGORY STANDARD QUESTIONS
3.0 Scope of Proposal
Does the proposal address all elements of the
RFP? Does the proposal show an
understanding of the project objectives,
methodology to be used and results/outcomes
required by the project? Are there any
exceptions to the specifications, Scope of Work,
or agreement? Can the work be completed in
the necessary time? Can the target start and
completion dates be met? Are other qualified
personnel available to assist in meeting the
project schedule if required? Is the project team
available to attend meetings as required by the
Scope of Work?
3.0 Firm Capability &
Assigned Personnel
Does the firm have the resources, financial
strength, capacity and support capabilities
required to successfully complete the project on-
time and in-budget? Has the firm successfully
completed previous projects of this type and
scope? Do the persons who will be working on
the project have the necessary skills and
qualifications? Are sufficient people of the
requisite skills and qualifications assigned to the
project?
4.0 Cost & Work Hours
Does the proposal included detailed cost break-
down for each cost element as applicable and
are the line-item costs competitive? Do the
proposed cost and work hours compare
favorably with the Project Manager's NOT TO
EXCEED limit? Are the work hours presented
reasonable for the effort required by each
project task or phase?
RFP 9900 Electric Vehicle Readiness Roadmap Update Page 19 of 36
V. ACKNOWLEDGEMENT
Professional hereby acknowledges receipt of the City of Fort Collins Request for Proposal and
acknowledges that it has read and agrees to be fully bound by all of the terms, conditions and
other provisions set forth in the RFP 9900 ELECTRIC VEHICLE READINESS ROADMAP
UPDATE
and sample Agreement except as otherwise noted. Additionally, Professional hereby makes
the following representations to City:
a. All of the statements and representations made in this proposal are true to the best of the
Professional’s knowledge and belief.
b. Professional commits that it is able to meet the terms provided in this proposal.
c. This proposal is a firm and binding offer, for a period of 90 days from the date hereof.
d. Professional further agrees that the method of award is acceptable.
e. Professional also agrees to complete the proposed Agreement with the City of Fort Collins
within 10 days of notice of award. If contract is not completed and signed within 10 days,
City reserves the right to cancel and award to the next highest rated firm.
f. Professional acknowledges receipt of addenda.
g. Professional acknowledges no conflict of interest.
h. Professional acknowledges that the City is a governmental entity subject to the Colorado
Open Records Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted
hereunder are subject to public disclosure by the City pursuant to CORA and City
ordinances. Professionals may submit one (1) additional complete proposal clearly
marked “FOR PUBLIC VIEWING.” In this version of the proposal, Professionals may
redact text and/or data that it deems confidential or proprietary pursuant to CORA. All
pricing will be considered public records subject to disclosure under CORA and as such
pricing cannot be redacted from the “FOR PUBLIC VIEWING” version of the proposal.
Failure to provide a public viewing copy will be considered a waiver of any claim of
confidentiality under CORA without regard to how the applicant’s proposal or certain
pages of the proposal are marked confidential, proprietary, or similar. Such statement
does not necessarily exempt such documentation from public disclosure if required by
CORA, by order of a court of appropriate jurisdiction, or other applicab le law. Generally,
under CORA, trade secrets, confidential commercial information and financial data
information may not be disclosed by the City. Proposals may not be marked “Confidential”
or ‘Proprietary’ in their entirety. By responding to this RFP, Professionals hereby waives
any and all claims for damages against the City for the City’s good faith compliance with
CORA. All provisions and pricing of any contract resulting from this request for
proposal will be public information.
Legal Firm Name:
Physical Address:
Remit to Address:
Phone:
Name of Authorized Agent of Firm:
RFP 9900 Electric Vehicle Readiness Roadmap Update Page 20 of 36
Signature of Authorized Agent:
Primary Contact for Project:
Title: Email Address:
Phone: Cell Phone:
NOTE: ACKNOWLEDGMENT IS TO BE SIGNED & RETURNED WITH YOUR PROPOSAL.
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VI. SAMPLE AGREEMENT (FOR REFERENCE ONLY – DO NOT SIGN )
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT made and entered into the day and year set forth below, by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter
referred to as the "City" and , a(n) (ENTER STATE) corporation, hereinafter referred to as
the "Professional".
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed by
and between the parties hereto as follows:
1. Scope of Services. The Professional agrees to provide services in accordance with the
scope of services attached hereto as Exhibit A, consisting of ( ) page(s), and
incorporated herein by this reference. Irrespective of references in Exhibit A to certain
named third parties, the Professional shall be solely responsible for performance of all duties
hereunder.
2. The Work Schedule. [Optional] The services to be performed pursuant to this Agreement
shall be performed in accordance with the Work Schedule attached hereto as Exhibit B,
consisting of ( ) page(s), and incorporated herein by this reference.
3. Contract Period. This Agreement shall commence , 20 , and shall continue in
full force and effect until , 20 , unless sooner terminated as herein provided. In
addition, at the option of the City, the Agreement may be extended for additional one year
periods not to exceed four (4) additional one year periods. Renewals and pricing changes
shall be negotiated by and agreed to by both parties only at the time of renewal. Written
notice of renewal shall be provided to the Professional and mailed no later than thirty (30)
days prior to contract end.
4. Early Termination by City. Notwithstanding the time periods contained herein, the City may
terminate this Agreement at any time without cause by providing written notice of termination
to the Professional. Such notice shall be delivered at least ten (10) days prior to the
termination date contained in said notice unless otherwise agreed in writing by the parties.
In the event of early termination by the City, the Professional shall be paid for services
rendered to the date of termination, subject only to the satisfactory performance of the
Professional's obligations under this Agreement. Professional shall submit a final invoice
within ten (10) days of the effective date of termination. Undisputed invoices shall be paid
Net 30 days of the date of the invoice. Such payment shall be the Professional's sole right
and remedy for such termination.
5. Notices. All notices provided under this Agreement shall be effective immediately when
emailed or three (3) business days from the date of the notice when mailed to the following
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addresses:
Professional: City: Copy to:
Attn:
Email Address
City of Fort Collins
Attn:
PO Box 580
Fort Collins, CO 80522
Email Address
City of Fort Collins
Attn: Purchasing Dept.
PO Box 580
Fort Collins, CO 80522
purchasing@fcgov.com
6. Design, Project Indemnity and Insurance Responsibility. The Professional shall be
responsible for the professional quality, technical accuracy, timely completion and the
coordination of all services rendered by the Professional, including but not limited to
designs, plans, reports, specifications, and drawings and shall, without additional
compensation, promptly remedy and correct any errors, omissions, or other deficiencies.
The Professional shall indemnify, save and hold harmless the City, its officers and
employees in accordance with Colorado law, from all damages whatsoever claimed by third
parties against the City; and for the City's costs and reasonable attorney’s fees, arising
directly or indirectly out of the Professional's negligent performance of any of the services
furnished under this Agreement. The Professional shall maintain insurance in accordance
with Exhibit , consisting of ( ) page(s), attached hereto and incorporated
herein.
7. Compensation. [Use this paragraph or Option 1 below.] In consideration of the services
to be performed pursuant to this Agreement, the City agrees to pay the Professional a fixed
fee in the amount of ($ ) plus reimbursable direct costs. All such fees and costs
shall not exceed ($ ) in accordance with Exhibit , consisting of
( ) page(s), attached hereto and incorporated herein. Monthly partial payments based
upon the Professional's billings and itemized statements are permissible. The amounts of
all such partial payments shall be based upon the Professional's City-verified progress in
completing the services to be performed pursuant hereto and upon the City's approval of
the Professional's actual reimbursable expenses. Final payment shall be made following
acceptance of the Work by the City. Upon final payment, all designs, plans, reports,
specifications, drawings, and other services rendered by the Professional shall become the
sole property of the City.
Invoices shall be emailed to invoices@fcgov.com with a copy to the Project Manager. The
cost of the work completed shall be paid to the Professional following the submittal of a
correct itemized invoice by the Professional. The City is exempt from sales and use tax. The
City’s Certificate of Exemption license number is 09804502. A copy of the license is
available upon written request.
The City pays invoices on Net 30 days from the date of the invoice.
8. Compensation. [Option 1] In consideration of the services to be performed pursuant to this
Agreement, the City agrees to pay the Professional on a time and reimbursable direct cost
basis in accordance with Exhibit , consisting of ( ) page(s), attached
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hereto and incorporated herein, with maximum compensation (for both Professional's time
and reimbursable direct costs) not to exceed ($ ). Monthly partial payments
based upon the Professional's billings and itemized statements of reimbursable direct costs
are permissible. The amounts of all such partial payments shall be based upon the
Professional's City-verified progress in completing the services to be performed pursuant
hereto and upon the City's approval of the Professional's reimbursable direct costs. Final
payment shall be made following acceptance of the Work by the City. Upon final payment,
all designs, plans, reports, specifications, drawings and other services rendered by the
Professional shall become the sole property of the City.
Invoices shall be emailed to invoices@fcgov.com with a copy to the Project Manager. The
cost of the work completed shall be paid to the Professional following the submittal of a
correct itemized invoice by the Professional. The City is exempt from sales and use tax. The
City’s Certificate of Exemption license number is 09804502. A copy of the license is
available upon written request.
The City pays invoices on Net 30 days from the date of the invoice.
9. Appropriation. To the extent this Agreement or any provision in it constitutes a multiple fiscal
year debt or financial obligation of the City, it shall be subject to annual appropriation by City
Council as required in Article V, Section 8(b) of the City Charter, City Co de Section 8-186,
and Article X, Section 20 of the Colorado Constitution. The City shall have no obligation to
continue this Agreement in any fiscal year for which no such supporting appropriation has
been made.
10. License. Upon execution of this Agreement, the Professional grants to the City an
irrevocable license to use any and all sketches, drawings, specifications, designs,
blueprints, data files, calculations, studies, analysis, renderings, models and other Work
Order deliverables (the “Instruments of Service”), in any form whatsoever and in any
medium expressed, for purposes of constructing, using, maintaining, altering and adding to
the project, provided that the City substantially performs its obligations under the
Agreement. The license granted hereunder permits the City and third parties reasonably
authorized by the City to reproduce applicable portions of the Instruments of Service for use
in performing services or construction for the project. In addition, the license granted
hereunder shall permit the City and third parties reasonably authorized by the City to
reproduce and utilize the Instruments of Service for similar projects, provided however, in
such event the Professional shall not be held responsible for the design to the extent the
City deviates from the Instruments of Service. This license shall survive termination of the
Agreement by default or otherwise.
11. City Representative. The City will designate, prior to commencement of work, its project
representative who shall make, within the scope of his or her authority, all necessary and
proper decisions with reference to the project. All requests for contract interpretations,
change orders, and other clarification or instruction shall be directed to the City
Representative.
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12. Project Drawings. Upon request and before final payment, the Professional shall provide
the City with reproducible drawings of the project containing accurate information on the
project as constructed. Drawings shall be of archival quality, prepared on stable mylar base
material using a non-fading process to provide for long storage and high quality
reproduction. "CD" disc of the as-built drawings shall also be submitted to the owner in and
AutoCAD version no older then the established City standard. The Professional
acknowledges the City is a governmental entity subject to the Colorado Open Records Act,
C.R.S. §§ 24-72-200.1, et seq. (the “CORA”), and documents in the City’s possession may
be considered public records subject to disclosure under the CORA.
13. Monthly Report. Commencing thirty (30) days after the date of execution of this Agreement
and every thirty (30) days thereafter, Professional is required to provide the City
Representative with a written report of the status of the work with respect to the Scope of
Services, Work Schedule, and other material information. Failure to provide any required
monthly report may, at the option of the City, suspend the processing of any partial payment
request.
14. Independent Contractor. The services to be performed by Professional are those of an
independent contractor and not of an employee of the City of Fort Collins. The City shall
not be responsible for withholding any portion of Professional's compensation hereunder for
the payment of FICA, Workers' Compensation, other taxes or benefits or for any other
purpose.
15. Subcontractors/subconsultants. The Professional may not subcontract any of the Work set
forth in the Exhibit A, Statement of Work without the prior written consent of the city, which
shall not be unreasonably withheld. If any of the Work is subcontracted hereunder (with the
consent of the City), then the following provisions shall apply: (a) the
subcontractor/subconsultant must be a reputable, qualified firm with an established record
of successful performance in its respective trade performing identical or substantially similar
work, (b) the subcontractor/subconsultant will be required to comply with all applicable terms
of this Agreement, (c) the subcontract will not create any contractual relationship between
any such subcontractor/subconsultant and the City, nor will it obligate the City to pay or see
to the payment of any subcontractor/subconsultant, and (d) the Work of the
subcontractor/subconsultant will be subject to inspection by the City to the same extent as
the Work of the Professional.
The Professional shall require all subcontractor/subconsultants performing Work hereunder
to maintain insurance coverage naming the City as an additional insured under this
Agreement of the type and with the limits specified within Exhibit C, consisting of
( ) page(s) attached hereto and incorporated herein by this reference. The
Professional shall maintain a copy of each subcontract’s certificate evidencing the required
insurance. Upon request, the Professional shall promptly provide the City with a copy of
such certificate(s).
16. Personal Services. It is understood that the City enters into the Agreement based on the
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RFP 9900 Electric Vehicle Readiness Roadmap Update Page 25 of 36
special abilities of the Professional and that this Agreement shall be considered as an
agreement for personal services. Accordingly, the Professional shall neither assign any
responsibilities nor delegate any duties arising under the Agreement without the prior written
consent of the City.
17. Acceptance Not Waiver. The City's approval of drawings, designs, plans, specifications,
reports, and incidental work or materials furnished hereunder shall not in any way relieve
the Professional of responsibility for the quality or technical accuracy of the Work. The City's
approval or acceptance of, or payment for, any of the services shall not be construed to
operate as a waiver of any rights or benefits provided to the City under this Agreement.
18. Default. Each and every term and condition hereof shall be deemed to be a material element
of this Agreement. In the event either party should fail or refuse to perform according to the
terms of this agreement, such party may be declared in default.
19. Remedies. In the event a party has been declared in default, such defaulting party shall be
allowed a period of ten (10) days within which to cure said default. In the event the default
remains uncorrected, the party declaring default may elect to (a) terminate the Agreement
and seek damages; (b) treat the Agreement as continuing and require specific performance;
or (c) avail themselves of any other remedy at law or equity. If the non-defaulting party
commences legal or equitable actions against the defaulting party, the defaulting party shall
be liable to the non-defaulting party for the non-defaulting party's reasonable attorney fees
and costs incurred because of the default.
20. Entire Agreement; Binding Effect; Order of Precedence; Authority to Execute. This
Agreement, along with all Exhibits and other documents incorporated herein, shall constitute
the entire Agreement of the parties regarding this transaction and shall be binding upon said
parties, their officers, employees, agents and assigns and shall inure to the benefit of the
respective survivors, heirs, personal representatives, successors and assigns of said
parties. Covenants or representations not contained in this Agreement shall not be binding
on the parties. In the event of a conflict between terms of the Agreement and any exhibit or
attachment, the terms of the Agreement shall prevail. Each person executing this
Agreement affirms that they have the necessary authority to sign on behalf of their
respective party and to bind such party to the terms of this Agreement.
21. Law/Severability. The laws of the State of Colorado shall govern the construction,
interpretation, execution and enforcement of this Agreement. The Parties further agree that
Larimer County District Court is the proper venue for all disputes. If the City subsequently
agrees in writing that the matter may be heard in federal court, venue will be in Denver
District Court. In the event any provision of this Agreement shall be held invalid or
unenforceable by any court of competent jurisdiction, such holding shall not invalidate or
render unenforceable any other provision of this Agreement.
22. Utilization by Other Agencies. Optional The City of Fort Collins reserves the right to allow
other state and local governmental agencies, political subdivisions, and/or school districts
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to utilize the resulting award under all terms and conditions specified and upon agreement
by all parties. Usage by any other entity shall not have a negative impact on the City of Fort
Collins in the current term or in any future terms. Nothing herein shall be deemed to
authorize or empower the Agency to act as an agent for the City of Fort Collins in connection
with the exercise of any rights hereunder, and neither party shall have any right or authority
to assume or create any obligation or responsibility on behalf of the other. The other Agency
shall be solely responsible for any debts, liabilities, damages, claims or expenses incurred
in connection with any agreement established between them and the Professional. The
City’s concurrence hereunder is subject to the Professional’s commitment that this
authorization shall not have a negative impact on the work to be completed for the City.
23. Prohibition Against Unlawful Discrimination. The City, in accordance with the provisions of
Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d-4) and the
Regulations, affirmatively ensures that for all contracts entered into with the City,
disadvantaged business enterprises are afforded a full and fair opportunity to bid on the
contract and are not to be discriminated against on the grounds of race, color, or national
origin in consideration for an award.
The City strictly prohibits unlawful discrimination based on an individual’s gender
(regardless of gender identity or gender expression), race, color, religion, creed, national
origin, ancestry, age 40 years or older, marital status, disability, sexual orientation, genetic
information, or other characteristics protected by law. For the purpose of this policy “sexual
orientation” means a person’s actual or perceived orientation toward heterosexuality,
homosexuality, and bisexuality. The City also strictly prohibits unlawful harassment in the
workplace, including sexual harassment. Further, the City strictly prohibits unlawful
retaliation against a person who engages in protected activity. Protected activity includes
an employee complaining that he or she has been discriminated against in violation of the
above policy or participating in an employment discrimination proceeding.
The City requires its vendors to comply with the City’s policy for equal employment
opportunity and to prohibit unlawful discrimination, harassment and retaliation. This
requirement applies to all third-party vendors and their subcontractor/subconsultants at
every tier.
24. Governmental Immunity Act. No term or condition of this Agreement shall be construed or
interpreted as a waiver, express or implied, of any of the notices, requirements, immunities,
rights, benefits, protections, limitations of liability, and other provisions of the Colorado
Governmental Immunity Act, C.R.S. § 24-10-101 et seq. and under any other applicable
law.
25. Colorado Open Records Act. The City is subject to Sec. 24-72-201 et seq. of the Colorado
Revised Statute (CORA). This Agreement is subject to public disclosure in whole pursuant
to CORA.
26. Force Majeure. No Party hereto shall be considered in default in the performance of an
obligation hereunder to the extent that performance of such obligation is delayed, hindered,
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or prevented by force majeure. Force majeure shall be any cause beyond the control of the
defaulting Party which could not reasonably have been foreseen and guarded
against. Force majeure includes, but is not limited to, acts of God, fires, riots, pandemics,
incendiarism, interference by civil or military authorities, compliance with regulations or
orders of military authorities, and acts of war (declared or undeclared), provided such cause
could not have been reasonably foreseen and guarded against by the defaulting
Party. Force majeure shall not include increases in labor, commodity, utility, material,
supply, fuel, or energy costs, or compliance with regulations or orders of civil authorities. To
the extent that the performance is actually prevented, the Consultant must provide written
notice to the City of such condition within ten (10) days from the onset of such condition.
27. Special Provisions. Special provisions or conditions relating to the services to be performed
pursuant to this Agreement are set forth in Exhibit - Confidentiality, consisting of
( ) page(s), attached hereto and incorporated herein by this reference.
[Signature Page Follows]
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THE CITY OF FORT COLLINS, COLORADO
By:
Gerry Paul
Purchasing Director
Date:
ATTEST:
APPROVED AS TO FORM:
PROFESSIONAL'S NAME
By:
Printed:
Title:
Date:
Official Purchasing Document
Last updated 1/2023
Professional Services Agreement
RFP 9900 Electric Vehicle Readiness Roadmap Update Page 29 of 36
EXHIBIT A
SCOPE OF SERVICES
Official Purchasing Document
Last updated 8/2022
Professional Services Agreement
RFP 9900 Electric Vehicle Readiness Roadmap Update Page 30 of 36
EXHIBIT
BID SCHEDULE/ COMPENSATION
Official Purchasing Document
Last updated 8/2022
Professional Services Agreement
RFP 9900 Electric Vehicle Readiness Roadmap Update Page 31 of 36
EXHIBIT
INSURANCE REQUIREMENTS
The Professional will provide, from insurance companies acceptable to the City, the insurance
coverage designated hereinafter and pay all costs. Before commencing work under this bid, the
Professional shall furnish the City with certificates of insurance showing the type, amount, class
of operations covered, effective dates and date of expiration of policies.
In case of the breach of any provision of the Insurance Requirements, the City, at its option, may
take out and maintain, at the expense of the Professional, such insurance as the City may deem
proper and may deduct the cost of such insurance from any monies which may be due or become
due the Professional under this Agreement.
Insurance certificates should show the certificate holder as follows:
City of Fort Collins
Purchasing Division
PO Box 580
Fort Collins, CO 80522
The City, its officers, agents and employees shall be named as additional insureds on the
Professional 's general liability and automobile liability insurance policies by marking the
appropriate box or adding a statement to this effect on the certificate, for any claims arising
out of work performed under this Agreement.
Insurance coverages shall be as follows:
A. Workers' Compensation & Employer's Liability. The Professional shall maintain during the life
of this Agreement for all of the Professional's employees engaged in work performed under
this agreement. Workers' Compensation & Employer’s Liability insurance shall conform with
statutory limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease
each employee, or as required by Colorado law.
B. General Liability. The Professional shall maintain during the life of this Agreement such
General Liability as will provide coverage for damage claims of personal injury, including
accidental death, as well as for claims for property damage, which may arise directly or
indirectly from the performance of work under this Agreement. Coverage for property damage
shall be on a "broad form" basis. The amount of insurance for General Liability, shall not be
less than $1,000,000 combined single limits for bodily injury and property damage.
C. Automobile Liability. The Professional shall maintain during the life of this Agreement such
Automobile Liability insurance as will provide coverage for damage claims of personal injury,
including accidental death, as well as for claims for property damage, which may arise directly
or indirectly from the performance of work under this Agreement. Coverage for property
damage shall be on a "broad form" basis. The amount of insurance for Automobile Liability,
shall not be less than $1,000,000 combined single limits for bodily injury and property damage.
D. Errors & Omissions. The Professional shall maintain errors and omissions insurance in the
amount of $1,000,000.
In the event any work is performed by a subcontractor/subconsultant, the Professional shall be
responsible for any liability directly or indirectly arising out of the work performed under this
Agreement by a subcontractor/subconsultant, which liability is not covered by the
subcontractor/subconsultant's insurance.
Official Purchasing Document
Last updated 8/2022
Professional Services Agreement
RFP 9900 Electric Vehicle Readiness Roadmap Update Page 32 of 36
EXHIBIT
CONFIDENTIALITY
IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to
this Agreement (the “Agreement”), the Professional hereby acknowledges that it has been
informed that the City has established policies and procedures with regard to the handling of
confidential information and other sensitive materials.
In consideration of access to certain information, data and material (hereinafter individually and
collectively, regardless of nature, referred to as “information”) that are the property of and/or relate
to the City or its employees, customers or suppliers, which access is related to the performance
of services that the Professional has agreed to perform, the Professional hereby acknowledges
and agrees as follows:
That information that has or will come into its possession or knowledge in connection with the
performance of services for the City may be confidential and/or proprietary. The Professional
agrees to treat as confidential (a) all information that is owned by the City, or that relates to the
business of the City, or that is used by the City in carrying on business, and (b) all information
that is proprietary to a third party (including but not limited to customers and suppliers of the City).
The Professional shall not disclose any such information to any person not having a legitimate
need-to-know for purposes authorized by the City. Further, the Professional shall not use such
information to obtain any economic or other benefit for itself, or any third party, except as
specifically authorized by the City.
The foregoing to the contrary notwithstanding, the Professional understands that it shall have no
obligation under this Agreement with respect to information and material that (a) becomes
generally known to the public by publication or some means other than a breach of duty of this
Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the
request for such disclosure is proper and the disclosure does not exceed that which is required.
In the event of any disclosure under (b) above, the Professional shall furnish a copy of this
Agreement to anyone to whom it is required to make such disclosure and shall promptly advise
the City in writing of each such disclosure.
In the event that the Professional ceases to perform services for the City, or the City so requests
for any reason, the Professional shall promptly return to the City any and all information described
hereinabove, including all copies, notes and/or summaries (handwritten or mechanically
produced) thereof, in its possession or control or as to which it otherwise has access.
The Professional understands and agrees that the City’s remedies at law for a breach of the
Professional’s obligations under this Confidentiality Agreement may be inadequate and that the
City shall, in the event of any such breach, be entitled to seek equitable relief (including without
limitation preliminary and permanent injunctive relief and specific performance) in addition to all
other remedies provided hereunder or available at law.
Official Purchasing Document
Last updated 8/2022
Professional Services Agreement
RFP 9900 Electric Vehicle Readiness Roadmap Update Page 33 of 36
ATTACHMENT A
Uniform Guidance CFR 2 CFR 200 Required Contract Clauses
(A) [All Contracts in excess of $10,000 must address termination for cause and for
convenience including the manner by which it will be effected and the basis of the
settlement.]
Termination.
Termination for Convenience. The City may terminate this Contract, in whole or in
part, for any reason, upon five (5) days written notice to the Contractor. In such
event, the City shall pay the Contractor its costs, including reasonable Contract
close-out costs, and profit on Work performed up to the time of termination. The
Contractor shall promptly submit its termination claim to the City to be paid the
Contractor. If the Contractor has any property in its possession belonging to the
City, the Contractor will account for the same, and dispose of it in a manner the City
directs.
Termination for Breach. Either Party’s failure to perform any of its material
obligations under this Contract, in whole or in part or in a timely or satisfactory
manner, will be a breach. The institution of proceedings under any bankruptcy,
insolvency, reorganization or similar law, by or against Contractor, or the
appointment of a receiver or similar officer for Contractor or any of its property,
which is not vacated or fully stayed within thirty (30) days after the institution of
such proceeding, will also constitute a breach. In the event of a breach, the non-
breaching Party may provide written notice of the breach to the other Party. If the
notified Party does not cure the breach, at its sole expense, within thirty (30) days
after delivery of notice, the non-breaching Party may exercise any of its remedies
provided under this Contract or at law, including immediate termination of the
Contract.
(B) [For Contract awards (see 2 CFR 180.220)]
Debarment and Suspension (Executive Orders 12549 and 12689). Contractor attests
that it is not listed on the government-wide exclusions in the System for Award
Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that
implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3
CFR part 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions
contains the names of parties debarred, suspended, or otherwise excluded by
agencies, as well as parties declared ineligible under statutory or regulatory
authority other than Executive Order 12549.
a. This contract is a covered transaction for purposes of 2 C.F.R. pt. 180 and 2 C.F.R.
pt. 3000. As such, the C ontractor is required to verify that none of the Contractor’s
principals (defined at 2 C.F.R. § 180.995) or its affiliates (defined at 2 C.F.R. §
180.905) are excluded (defined at 2 C.F.R. § 180.940) or disqualified (defined at 2
C.F.R. § 180.935).
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b. The Contractor must comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000,
subpart C, and must include a requirement to comply with these regulations in any lower
tier covered transaction it enters into.
c. This certification is a material representation of fact relied upon by the City. If it is later
determined that the Contractor did not comply with 2 C.F.R. pt. 180, subpart C and 2
C.F.R. pt. 3000, subpart C, in addition to remedies available to the City, the Federal
Government may pursue available remedies, including but not limited to suspension
and/or debarment.
d. The bidder or proposer agrees to comply with the requirements of 2 C.F.R. pt. 180,
subpart C and 2 C.F.R. pt. 3000, subpart C while this offer is valid and throughout the
period of any contract that may arise from this offer. The bidder or proposer further agrees
to include a provision requiring such compliance in its lower tier covered transactions.
(C) [All Contracts]
Procurement of recovered materials (2 CFR §200.323). All parties agree to comply
with all applicable requirements of Section 6002 of the Solid Waste Disposal Act, as
amended by the Resource Conservation and Recovery Act. The requirements of
Section 6002 include procuring only items designated in guidelines of the
Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest
percentage of recovered materials practicable, consistent with maintaining a
satisfactory level of competition, where the purchase price of the item exceeds
$10,000 or the value of the quantity acquired during the preceding fiscal year
exceeded $10,000; procuring solid waste management services in a manner that
maximizes energy and resource recovery; and establishing an affirmative
procurement program for procurement of recovered materials identified in the EPA
guidelines.
a. In the performance of this contract, the Contractor shall make maximum use of
products containing recovered materials that are EPA-designated items unless the
product cannot be acquired:
• Competitively within a timeframe providing for compliance with the contract
performance schedule;
• Meeting contract performance requirements; or
• At a reasonable price.
b. Information about this requirement, along with the list of EPA-designated items, is
available at EPA’s Comprehensive Procurement Guidelines web site,
https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program.
(D) [All Contracts]
Prohibition on certain telecommunications and video surveillance services or
equipment (2 CFR §200.216). Contractor is prohibited from using equipment,
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Professional Services Agreement
RFP 9900 Electric Vehicle Readiness Roadmap Update Page 35 of 36
services, or systems that uses covered telecommunications equipment or services
as a substantial or essential component of any system, or as critical technology as
part of any system. As described in Public Law 115-232, section 889, covered
telecommunications equipment is telecommunications equipment produced by
Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of
such entities).
(i) For the purpose of public safety, security of government facilities, physical security
surveillance of critical infrastructure, and other national security purposes, video
surveillance and telecommunications equipment produced by Hytera Communications
Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology
Company (or any subsidiary or affiliate of such entities).
(ii) Telecommunications or video surveillance services provided by such entities or using
such equipment.
(iii) Telecommunications or video surveillance equipment or services produced or provided
by an entity that the Secretary of Defense, in consultation with the Director of the
National Intelligence or the Director of the Federal Bureau of Investigation, reasonably
believes to be an entity owned or controlled by, or otherwise connected to, the
government of a covered foreign country.
(E) [All Contracts]
2 C.F.R. § 200.322 Domestic preferences for procurements. As appropriate and to
the extent consistent with law, Contractor should, to the greatest extent practicable,
prefer the purchase, acquisition, or use of goods, products, or materials produced
in the United States (including but not limited to iron, aluminum, steel, cement, and
other manufactured products). The requirements of this section must be included in
all subawards including all Contracts and purchase orders for work or products
under this award.
(F) [All Contracts]
2 C.F.R. § 200.321 Small and Minority Businesses, Women’s Business Enterprises,
and Labor Surplus Area Firms. The City will take affirmative steps to solicit and
include small, minority, and women-owned businesses when possible in an effort to
encourage participation and fair competition in providing supplies/services
described in this solicitation. As set forth in 2 C.F.R. § 200.321(b)(1)-(5), such
affirmative steps must include:
1. Placing qualified small and minority businesses and women's business enterprises on
solicitation lists;
2. Assuring that small and minority businesses, and women's business enterprises are
solicited whenever they are potential sources;
3. Dividing total requirements, when economically feasible, into smaller tasks or quantities
to permit maximum participation by small and minority businesses, and women's
business enterprises;
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Last updated 8/2022
Professional Services Agreement
RFP 9900 Electric Vehicle Readiness Roadmap Update Page 36 of 36
4. Establishing delivery schedules, where the requirement permits, which encourage
participation by small and minority businesses, and women's business enterprises; and
5. Using the services and assistance, as appropriate, of such organizations as the Small
Business Administration and the Minority Business Development Agency of the
Department of Commerce.
If subcontracts are to be let, Contractor must take all necessary affirmative steps to assure
that minority businesses, women’s business enterprises, and labor surplus area firms are
used as required by 2 C.F.R. § 200.321.
(G) Bid Protest Procedures
City of Fort Collins Bid Protest Procedures. The City of Fort Collins has a protest
procedure covering any phase of solicitation or award, including but not limited to
specification or award. The protest procedures are available from the Purchasing
Department, City of Fort Collins, 215 N. Mason, Street, 2nd Floor, P. O. Box 580, Fort
Collins, CO. 80522. You may also request a copy of the procedures by emailing:
Purchasing@fcgov.com or calling 970-221-6775.
(H) Title VI of the Civil Rights Act of 1964 - The sub-grantee, contractor, subcontractor,
successor, transferee, and assignee shall comply with Title VI of the Civil Rights Act of
1964, which prohibits recipients of federal financial assistance from excluding from a
program or activity, denying benefits of, or otherwise discriminating against a person on
the basis of race, color, or national origin (42 U.S.C. § 2000d et seq.), as implemented by
the Department of the Treasury’s Title VI regulations, 31 CFR Part 22, which are herein
incorporated by reference and made a part of this contract (or agreement). Title VI also
includes protection to persons with “Limited English Proficiency” in any program or activity
receiving federal financial assistance, 42 U.S.C. § 2000d et seq., as implemented by the
Department of the Treasury’s Title VI regulations, 31 CFR Part 22, and herein
incorporated by reference and made a part of this contract or agreement.
(I) Increasing Seat Belt Use in the United States – Pursuant to Executive Order 13043, 62
FR 19217 (Apr. 18, 1997), the City encourages its contractors to adopt and enforce on-
the-job seat belt policies and programs for their employees when operating company-
owned, rented, or personally owned vehicles.
(J) Reducing Text Messaging While Driving – Pursuant to Executive Order 13513, 74 FR
51225 (Oct. 6, 2009), the City encourages its employees, subrecipients, and contractors to
adopt and enforce policies that ban text messaging while driving, and the City has
established workplace safety policies to decrease accidents caused by distracted drivers.