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HomeMy WebLinkAboutRFP - 9721 MOBILE STAGE TRAILER REPLACEMENTRFP 9721 Mobile Stage Trailer Replacement Page 1 of 11 REQUEST FOR PROPOSAL 9721 MOBILE STAGE TRAILER REPLACEMENT RFP DUE: 3:00 PM MT (Mountain Time), February 15, 2023 The City of Fort Collins is requesting proposals from qualified Vendors of mobile community stages to replace our 2000 Century Industries ShowMaster Mobile Stage with a comparable unit. The Mobile Stage is rented out approximately 15 times per year around the Northern Colorado / Fort Collins area by various community user groups, local municipalities, and large events. The Parks Department provides drop off, set-up and tear down service. The unit is equipped with an on-board generator for electrical supply and additional staging panels for an additional rental cost. 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 Jake Rector, Senior Buyer at jrector@fcgov.com, with a copy to John Klingaman, Project Manager, jklingaman@fcgov.com, no later than 3:00 PM MT on February 2, 2023. Please format your e-mail to include: RFP 9721 Mobile Stage Trailer Replacement 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): 06000 AUTOMOTIVE AND TRAILER EQUIPMENT AND PARTS 07300 TRAILERS 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. 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. 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 9721 Mobile Stage Trailer Replacement Page 2 of 11 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 Vendor’s 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 Vendor’s 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. Vendor’s may submit one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of the proposal, Vendor’s may redact text and/or data that it deems confidential or proprietary pursuant to CORA. 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 and financial data information is not required to be disclosed by the City. Proposals may not be marked “Confidential” or ‘Proprietary’ in their entirety. By responding to this RFP, Vendor’s hereby waives any and all claims for damages against the City for the City’s good faith compliance with CORA. All provisions of any contract resulting from this request for proposal will be public information. Vendor’s Registration: The City requires new Vendor’s receiving awards from the City to submit IRS form W-9 or W-8BEN/W8-BEN-E (international firms) and requires all Vendor’s 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. 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. RFP 9721 Mobile Stage Trailer Replacement Page 3 of 11 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. Sincerely, Gerry Paul Purchasing Director RFP 9721 Mobile Stage Trailer Replacement Page 4 of 11 I.BACKGROUND & OBJECTIVE / OVERVIEW A.Objective The City of Fort Collins is requesting proposals from qualified Vendors of mobile community stages to replace our 2000 Century Industries ShowMaster Mobile Stage with a comparable unit. The Mobile Stage is rented out approximately 15 times per year around the Northern Colorado / Fort Collins area by various community user groups, local municipalities, and large events. The Parks Department provides drop off, set-up and tear down service. The unit is equipped with an on-board generator for electrical supply and additional staging panels for an additional rental cost. II.SCOPE OF PROPOSAL A.Scope of Work Submittal Required Specifications: 14’ x 32’ main stage Additional 18 pieces of stage extensions 3 axle trailer, DOT ready, highway rated tires Identification Plate that at a minimum includes – Serial #/VIN #, Weight of Unit and Max Capacity of Unit Hydraulic tongue jack Pintle Hitch LED stage light package On-board generator and electrical supply ADA lift 2 sets of stairs and stair extensions Ability to provide unit with a custom graphic package – please specify graphic file type preferred Delivery of unit FOB Destination Demonstration of Operation Provide in person operator training (8 Hours) Warranty and Guarantee of Manufacture (Minimum 1 year warranty) -Extended Warranty Options Submittal Preferred Specifications: Banner Hanging System Skirting Hanging System Wireless Controller Self-Leveling Set-up B.Deliverables Unit should be fully assembled, fully operational, and delivered on-site no longer than 12 weeks after receipt of Purchase Order. -If this timeframe cannot be met, please provide a schedule along with anticipated delivery date. C.Minimum Qualifications RFP 9721 Mobile Stage Trailer Replacement Page 5 of 11 -An overview of your company and a statement confirming the company is an authorized dealer or manufacturer for the mobile stage trailer. D.Anticipated 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:January 25, 2023 •Question deadline:3:00 PM MT on February 2, 2023 •Proposal due date:3:00 PM MT on February 15, 2023 •Interviews (if applicable):Week of February 27, 2023 •Award of Contract (tentative):End of February E.Interviews In addition to submitting a written proposal, the top-rated Vendor’s 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. F.Travel & Expenses Subject to the terms of the applicable Work Order, reasonable expenses may be reimbursable per the current rates found at www.gsa.gov. Service Provider/Consultant will be required to provide original receipts to the City for all travel expenses. G.Subcontractors/Subconsultants Vendor will be responsible for identifying any subcontractors and/or subconsultants in their proposal. Please note that the City will contract solely with the awarded Vendor; therefore, subcontractors and/or subconsultants will be the responsibility of the Vendor. H.Financial Qualifications (CONFIDENTIAL) Vendor’s selected as finalists may be required to submit a banking reference and the most recent financial statement (audited preferred) including balance sheet and income statement, as well as a statement of cash flows (the “Financial Information”). I.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. RFP 9721 Mobile Stage Trailer Replacement Page 6 of 11 J.Fees, Licenses, Permits The successful Vendor 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. K.Laws and Regulations The Vendor 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). L.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 Vendor each month following the submittal of a correct invoice by the Vendor 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 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 Work Order and Agreement. In the event a service is requested which is not stated in the Work Order and/or Agreement, the Vendor and the City will negotiate an appropriate unit price for the service prior to the Vendor initiating such work. The City pays invoices on Net 30 terms. M.COVID-19 Compliance The Service Provider 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 Service Provider shall ensure employees and subcontractors/subconsultants with COVID-19 symptoms do not report to the job site. Service Provider 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” pages (excluding cover pages, table of contents, dividers and Authorization 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. Vendor’s 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 Vendor’s 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. RFP 9721 Mobile Stage Trailer Replacement Page 7 of 11 Responses must include all the items in the order listed below. It is suggested that the Vendor’s 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 equipment offered, including a general description of the equipment 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.Vendor Information 1.Describe the Vendor’s business and background 2.Number of years in the business 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 equipment 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.Identify what portion of work, if any, may be subcontracted or outsourced to subconsultants. Include all applicable information herein requested for each Vendor. 6.Can the work be completed in the necessary timeframe of twelve (12) weeks from receipt of Purchase Order? 7.Are other qualified personnel available to assist in meeting the project schedule if required? 8.Is the project team available to attend meetings as required by the Scope of Work? 9.Provide an outline of the schedule for completing tasks. RFP 9721 Mobile Stage Trailer Replacement Page 8 of 11 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.A list of qualifications for your firm and qualifications and experience of the specific staff members proposed to perform the services described above. 3.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 Vendor 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. 4.Provide any information that distinguishes Vendor from its competition and any additional information applicable to this RFP that might be valuable in assessing Vendor’s proposal. E.Sustainability/TBL Methodology In concise terms (no more than two pages), please describe your organization’s commitment to sustainability and supporting values. Each element of the TBL sustainability criteria will receive equal consideration in determining the final Sustainability/TBL score. 1.Address how your firm strives to incorporate all three aspects (social, environmental, and economic) of Triple Bottom Line (TBL) sustainable practices into the workplace. Provide examples along with any metrics used to measure success within your firm. 2.Also provide examples of how your firm has incorporated all three aspects of TBL sustainable practices in previous similar projects on which your firm has been the prime Vendor. Some examples are provided below: a.Environmental – Experience delivering projects / programs focused on environmental health priorities in the areas of climate resiliency, water quality and watershed protection, regulatory performance, management systems, air quality, renewable energy, sustainable building and design, construction materials management, and solid waste reduction. b.Economic – Experience working and delivering projects with an emphasis on strategic financial planning, job creation, business development, asset management, various project delivery methods, value engineering, regional partnerships, transparency, stakeholder engagement, strategic investments, aging infrastructure, repurposing of existing facilities, and competing financial priorities. RFP 9721 Mobile Stage Trailer Replacement Page 9 of 11 c.Social - Experience working and delivering projects, programs, and/or initiatives that support Equity, Diversity, and Inclusion throughout your firm’s workplace, including leadership, and supply chain. Examples of this may be demonstration of working within cultural and language gaps, development of diversity programs, diverse project teams, equitable opportunity vendor supply chain, and how your firm has applied an equity lens to processes such as recruitment, hiring, purchasing, career pathways, salaries, and staff engagement. F.Cost In your response to this proposal, please provide the following: 1.Total Cost for a base model Mobile Stage. List all options or accessories with their respective pricing separate from the base cost. 2.Include any applicable recurring annual costs for support & maintenance for 5 years. 3.All pricing proposed will be FOB Destination. G.Acknowledgement The Acknowledgement form is attached as Section V. Complete the attached form indicating the Vendor hereby acknowledges receipt of the City of Fort Collins Request for Proposal and acknowledges that the Vendor has read and agrees to be fully bound by all of the terms, conditions and other provisions set forth in the RFP. IV.REVIEW AND ASSESSMENT CRITERIA A.Proposal and Interview Criteria Vendor’s 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 Vendor’s 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? RFP 9721 Mobile Stage Trailer Replacement Page 10 of 11 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? 1.0 Sustainability/TBL Methodology Does the firm demonstrate a commitment to Sustainability and incorporate Triple Bottom Line methodology in both their Scope of Work for the project, and their day-to-day business operating processes and procedures? Does the firm demonstrate a commitment to all three aspects (social, environmental, and economic) of the Triple Bottom Line (TBL) methodology of sustainability for this project and in their company value system as evidenced by their day-to-day business operating processes, practices and procedures? 3.0 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 estimate? Are the work hours presented reasonable for the effort required by each project task or phase? RFP 9721 Mobile Stage Trailer Replacement Page 11 of 11 V.ACKNOWLEDGEMENT Vendor 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 9721 Mobile Stage Trailer Replacement except as otherwise noted. Additionally, Vendor 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 Vendor’s knowledge and belief. b.Vendor 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.Vendor further agrees that the method of award is acceptable. e.Vendor acknowledges receipt of addenda. f.Vendor acknowledges no conflict of interest. g.Failure to provide a public viewing copy will be considered a waiver of any claim of confidentiality under Colorado Open Records Act (CORA). Vendor hereby waives any and all claims for damages against the City for the City’s good faith compliance with CORA. Legal Firm Name: Physical Address: Remit to Address: Phone: Name of Authorized Agent of Firm: Signature of Authorized Agent: Primary Contact for Project: Title: Email Address: Phone: Cell Phone: NOTE: ACKNOWLEDGMENT IS TO BE SIGNED & RETURNED WITH YOUR PROPOSAL.