HomeMy WebLinkAboutRFP - 9899 ARTIFICIAL INTELLIGENCE ROAD SURVEY SOFTWARERFP 9899 Artificial Intelligence Road Survey Software Page 1 of 39
REQUEST FOR PROPOSAL
9899 ARTIFICIAL INTELLIGENCE ROAD SURVEY SOFTWARE
RFP DUE: 3:00 PM MT (Mountain Time), November 3, 2023
The City of Fort Collins is requesting proposals from qualified Service Providers to purchase an
automated road condition, data collection and Artificial Intelligence (AI) based analysis
service/system using dash mounted camera phones on City vehicles to inventory City assets,
and to help identify the nature of road distresses using artificial intelligence to categorize,
calculate and store the data. The implementation will ideally be completed during the first
quarter of 2024. This new service/system would complement the City’s current pavement
condition survey by providing more current and frequent data collection and analysis. The
stored data is to have an on-line portal for viewing the data spatially and be able to be linked to
Arc GIS software.
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 Mike Knox, Project Manager,
MKnox@fcgov.com, no later than 3:00 PM MT on October 20, 2023. Please format your e-
mail to include: RFP 9899 ARTIFICIAL INTELLIGENCE ROAD SURVEY SOFTWARE 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):
20800 Computer Software for Microcomputers, Systems, including Cloud-Based
(Preprogrammed)
20811 Application Software, Microcomputer
20880 Software, Microcomputer (Not Otherwise Classified)
20900 Computer Software for Mini and Mainframe Computers (Preprogrammed)
20913 Application Software, Minicomputer
20987 Software, Mini/Mainframe Computer (Not Otherwise Classified)
92007 Applications Software for Microcomputer Systems: Business,
Mathematical/Statistical, Medical, Scientific, etc.
92014 Applications Software (for Minicomputer Systems)
92040 Programming Services, Computer (Including Mobile Device Applications)
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-
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 9899 Artificial Intelligence Road Survey Software Page 2 of 39
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.
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 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 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. Service Providers may
submit one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this
version of the proposal, Service Providers 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, Service Providers 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.
Service Providers Registration: The City requires new Service Providers receiving awards from
the City to submit IRS form W-9 or W-8BEN/W8-BEN-E (international firms) and requires all
Service Providers 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,
RFP 9899 Artificial Intelligence Road Survey Software Page 3 of 39
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.
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 shall be required to sign the City’s Agreement prior to commencing
services (see sample attached to this document).
Sincerely,
Gerry Paul
Purchasing Director
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I. BACKGROUND & OBJECTIVE / OVERVIEW
A. Objective
The City of Fort Collins is requesting proposals from qualified Service Providers to
purchase an automated road condition, data collection and Artificial Intelligence (AI)
based analysis service/system using dash mounted camera phones on City vehicles to
inventory City assets, and to help identify the nature of road distresses using artificial
intelligence to categorize, calculate and store the data. The implementation will ideally
be completed during the first quarter of 2024. This new service/system would
complement the City’s current pavement condition survey by providing more current and
frequent data collection and analysis. The stored data is to have an on-line portal for
viewing the data spatially and be able to be linked to Arc GIS software.
The City Streets Department currently contracts with Infrastructure Management
Services (IMS) to perform a pavement condition survey on a triannual basis and reports
back with Pavement Condition Index (PCI) data. Data is used in the City’s Pavement
Maintenance Management System (PAVER) software that adheres to the American
Society for Testing and Materials (ASTM) Standard Practice for Roads and Parking Lots
(D6433-23) to help make decisions on maintenance needs.
The issuing of this Request for Proposal (RFP) is to give vendors who are interested in
entering into a contractual arrangement with the City’s Streets Department an
opportunity to submit proposals for the City to review. A consultant will not be utilized
during the selection process.
B. Background
The City of Fort Collins is committed to providing world-class municipal services through
operational excellence and a culture of innovation. In addition, residents and visitors
have come to expect the highest quality of public service over the years. The City of
Fort Collins is comprised of over 57 square miles of land and is located in Larimer
County along the Highway I-25 corridor. The City of Fort Collins Streets Department
maintains approximately 596 centerline miles (over 9,234 segments) of street assets
including:
• Road Surfaces (98% asphalt, 1.7% concrete, 0.3% unpaved roads)
• Curb, Gutter, and Sidewalks (including pedestrian access ramps)
• Medians
• Speed Bumps / Tables
• Pavement Markings
• Street Signs
• Traffic Signal Systems
• Bridge Structures
• Guardrail & Handrails
The City currently sustains a robust pavement asset management system that is
informed by a pavement condition survey (ASTM D6433-23) data every three (3) years.
This data is fed into a pavement management system that calculates a Pavement
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Condition Index (PCI) and International Roughness Index (IRI) as well as recommended
treatment plans and projections.
The City seeks to understand more about our street network condition and collect more
data and on a more frequent/regular basis. This will allow us to become a more
proactive and data driven organization that meets customer expectations while
optimizing programs and services to our community.
The City of Fort Collins has a 'cloud-first' strategy, preferring Software as a Solution
(SaaS) products over on-premises applications. Additionally, the City prefers
applications for mobile devices to be available in a standard application
marketplace, such as the Apple App Store, and not side-loaded manually. This
ensures that proper risk mitigation methods have been used by the developers and
conforms to security in pre-defined marketplaces, such as the Apple App Store. As
of this date, Apple equipment is the current standard for mobile devices. If an
Android device is proposed as part of your solution; please include why you
propose an alternate to the City standard (Apple).
II. SCOPE OF PROPOSAL
A. Scope of Work, Part #1
The following Appendix A Functional Requirements section details the scope of work and
requirements of the City of Fort Collins and is meant as an initial guide for the proposal.
The City is looking for a comprehensive and best practice solution for Artificial Intelligence
Road Survey Software. Respond with “Yes”, “No”, “NA”, or “Future Release” in the column
titled “Included” to indicate if the feature is present in the current release, or will be in a
future release.
In addition; there is a table of Desired Additional Functionality. Both of these tables are
to be filled out and returned as part of your proposal.
Also, respondents are encouraged to provide any additional information that may be
helpful in assisting the City in its market research.
B. Scope of Work, Part #2
Definition of work and Services:
This section of the RFP is intended to further define the scope of the solution. The City is
committed to embracing business processes that are enabled by the baseline software
solution and expects the Service Provider to guide the City in standardization and
simplification of these processes. The City is seeking Proposals only from experienced
Service Providers in response to this RFP. The City is looking for a Service Provider that
has a well-defined methodology with a documented success record and professional,
experienced resources, and which is prepared to take on contractual responsibility for the
implementation.
Implementation Services:
The following outline of services is provided for the Service Provider to consider in the
formulation and proposal of services. The Service Provider is expected to assume
overall accountability for the successful completion of these services. All project
activities must be represented in the negotiated Project Plan.
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The Service Provider must present its methodology and address the following services
including:
Project Management Services:
Activities will include but are not limited to work program management, schedule
management, project governance, scope management, change management, issue and
problem management, cost and budget management, personnel management, facility
management, development tools and development environment management, approval
management, contract management, reporting and project status management,
communication and document management, risk management, quality assurance, and
quality control management.
Technical Architecture Services:
Regarding the development environment, the ongoing operating environment and
implementation of the solution, design and configuration of the application environments,
implementation and certification of the baseline software and ongoing upgrades to the
baseline software that occur during the implementation project. It shall consist of the
following components:
1. Planning the architecture required for development and operation of the
solution. This includes overall architecture considerations, development
environment, integration and middleware environment, operations
environment, analytics and reporting environment, support environment,
technical environment, data environment, and security environment.
2. Implementation, configuration, and oversight of acceptance of any software
platform, software, environments, and tools necessary to support solution
implementation.
3. Establishing the training environments and hardware requirements needed to
support the training effort.
4. Implementation, configuration, and oversight of acceptance of all components
of the software on the cloud solution.
5. Implementation of necessary tools to support the oversight of acceptance and
migration of new versions or releases to support the various development,
maintenance, and production environments. A migration strategy for new
application versions/releases will be put in place to support any “code drops”
for identified Reports, Interfaces, Conversations, Extensions, Forms and
Workflows and fixes.
6. Initial implementation, configuration, and oversight of acceptance of the
solution.
Audit, Controls, Security:
Focus on the design, development, and testing of the Project security roles. It is
expected that the Service Provider will understand, adhere to, and implement the
solution to follow City IT security standards and, as defined in the governance policy, to
protect the confidentiality, integrity, and availability of all data and systems.
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Comprehensive Testing Services:
Comprehensive testing services focus on planning and executing the various tests to be
conducted, which may include but are not limited to the following activities.
1. Test Planning. This activity deals with the development of the various test
plans which govern both functional, system and extended testing. Typically,
for each test, there will be a plan for an overall approach, test conditions, test
data, and anticipated test results. This plan will govern all aspects of the
testing process across all phases of functional and extended testing. Typically
phases include Unit, System, System integration, and User Acceptance
testing.
2. User Acceptance Test. A user acceptance test is conducted once the system
has been successfully tested through the various comprehensive integration
tests. At this point in the project, the system, data, configuration, and service
levels have all been tested. The City will now execute another series of user
tests to accept the Project as it has been developed and delivered by the
Service Provider to the City. Formal sign-off on the Project is required prior to
initiating the production conversion process.
3. Test Automation. The Service Provider will supply, utilize, and maintain tools
and scripts to automate many of the Test Execution tasks noted above,
including regression, performance/volume, security, and availability/disaster
recovery testing. The Service Provider will provide pre-built scripts automating
the testing of these elements, will develop additional scripts during the project
to address the specific needs of this implementation, and will turn over to the
City the original and custom scripts developed to allow for the City to perform
similar testing after the end of the project.
4. Service Provider will provide a mechanism for tracking issues and issue
management related to all testing through all phases of the implementation.
Organizational Change Management Services:
The Service Provider will participate in reviews of business processes and workflows
impacted by the implementation of the new environment to identify which processes may
need to be changed to ensure a successful implementation and participate, and, at times
lead, the change management associated with aligning those processes with the
solution. This input will ensure the user client base is engaged and the organization is
ready to accommodate changes associated with the new environment. These services
will also accommodate all aspects of training development and delivery. This includes
but is not limited to the following:
1. Workflows/Processes. Service Provider will lead workshops and deliver
business process documentation and workflows associated with software. City
team members knowledgeable in existing business processes and the base
software solution will participate in these workshops to identify any impacted
business processes. Together with the Service Provider these individuals will
document either the current business process when it is compatible with the
solution or develop and document the new business process consistent with
the environment. For primary business processes, a workflow will be
developed documenting how the City will utilize the solution to accomplish
work.
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2. Business Procedures. For the primary business processes, the project team
and Service Provider will develop and document step-by-step business
procedures, along with the forms, screens, reports, etc. necessary to conduct
the business process.
3. Staffing Levels. Based upon the new processes and procedures, any potential
impact on staffing roles and responsibilities will be identified by the Service
Provider.
4. Organizational Structure and Governance. Based upon the new processes
and procedures along with the identified impacts on staffing levels, the City
may see a need to realign or adjust organizational boundaries. This activity
works to identify organizational impacts and implement changes in support of
the solution and define the ongoing support model for the new solution.
5. Offerings. This activity ensures that the City’s current and short-term future
programs, products, and services are accurately configured and supported by
the solution. If there is an impact to an existing or future offering, activities will
occur to make the necessary changes and engage in the formal change
process to ensure changes are made, approved, and incorporated into the
solution.
6. Communication. Changes to the business environment as discussed in the
previous paragraphs will be communicated, through a communication plan, to
internal and external users of the solution. The Service Provider will participate
in developing the communication plan to identify core messages that will
enable City Communications and Marketing teams to effectively communicate
details about business environment changes to the organization and external
customers and users.
Training Services:
Provided by the Service Provider to develop training material for new functionality and
deliver training to the City. This includes but is not limited to the following:
1. Training Development. Baseline training documentation and course materials
will be provided (hardcopy and electronic) with the proposed solutions. The
Service Provider working with the City will utilize these materials as the
starting point and will modify the materials to reflect City -specific
configuration, workflows, and processes. “Dry runs” of training materials and
courses will be conducted to ensure the materials are accurate.
2. Training Delivery. An initial training and education program to identify and
deliver to all users of the system including primary, secondary, and casual
users. This may be accomplished using a combination of delivery methods,
including classroom training courses, Computer Based Training, personal
practice time, Internet/Virtual based training, etc. In addition to the initial
training, this activity addresses training needs during and immediately
following cutover to the Project.
3. IT Training. Appropriate City resources, as defined in the governance policy,
will be trained on the new solution. This may be accomplished using a
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combination of delivery methods, including classroom training courses or
Internet/Virtual based training as well as knowledge transfers during the
configuration and go-live activities. Additional certifications or training
recommendations for the ongoing development of the technical teams will also
be provided. Training includes advanced report writing, database
management, batch, backup/recovery, and other technical specifications to
support all proposed applications.
Conversion Services:
Focus on cleansing and converting data from the City’s legacy system to the solution
and includes the following activities:
1. Cleansing. This activity deals with the identification of data in the legacy
system which needs to be scrubbed or cleaned to ensure information loaded
into the solution is accurate and will support processing within the new
environment. Typically, a series of reports within the conversion process will
identify problem areas which require either a manual or automated cleanup
process. An automated process will be developed where large amounts of
data need to be cleaned. Otherwise, a manual effort using either the legacy
billing system to pre-clean data, or the solution to clean data after it is
converted will be utilized.
2. Conversion. Data will be mapped between the legacy systems and the
solution. Conversion programs will be developed to conduct an automated
conversion of data from the legacy system to the solution. Data from legacy
systems as well as historical information from legacy systems in various
formats including databases, flat files, etc. will be converted to provide
ongoing query capabilities allowing the elimination of the legacy applications.
Currently, the City is planning to convert all active accounts and all accounts
with an outstanding balance including 84 months (plus current) of complete
history for these accounts. All data and history not converted must be loaded
to a database with the ability for City front and back-office staff members to
view and query the static data contained in this database.
3. Historical Data Services. Focus on conversion of historical data from the
legacy systems into a newly established report repository and a retrieval
system. Historical data is contained in a variety of forms, including databases,
structured files, flat files, and document images.
Production Cutover (Go-Live) Services.
Focus on cutover from the legacy CIS systems to the Solution and subsequent work to
stabilize the Solution in the production environment. This includes the following activities:
1. Go-Live Transition Planning. This activity focuses on planning the go-live
transition period, identifying transition activities, resources, responsibilities,
etc.
2. Knowledge Transfer. During the project, the Service Provider may engage in a
series of activities to transfer knowledge from the development team to the
production team who will be operating and supporting the Project.
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3. Operational Readiness. This activity involves an assessment of the production
environment to determine if the required cloud platforms: infrastructure,
network, desktop, database, environments, application, staff, etc., are ready to
accept the solution from development and commission it into a production
operating environment.
4. Production Support Readiness. Ensure the staff responsible for managing the
application have been trained, knowledge transfer has occurred, and ready
and ready to accept application support responsibility from the development
team.
5. Production Cutover. This activity focuses on executing the go-live
plan/schedule which moves the City from the legacy systems to operation of
the solution.
6. Production Stabilization. A stabilization period of 4 months is anticipated after
go-live. During this stabilization period for the Project, the Service Provider is
focused on fixing production problems and working to ensure performance
requirements are being met. The Service Provider will produce
reports/dashboards that provide daily health checks to monitor the system
until it is stabilized.
7. Final Acceptance. A thirty-day final acceptance period, which occurs during
the four-month post-go-live period, will be completed and documented to
ensure that the system meets all contractually agreed-upon strict criteria for
stabilization and transition services as delineated in the Statement of Work
and elsewhere. The City reserves the right to extend the acceptance period
until all terms and conditions are met. The system is tested against
performance and acceptance criteria for the defined period, and upon
acceptance, retainage money is released. Service Providers should propose a
warranty that starts when the product is placed in productive use.
7.a. Accounting Testing Engagement:
• Central accounting representative to sign off on final test transactions
prior to go-live.
• Testing inclusive of each access type: web, kiosk, mobile applications
• Transaction testing to include a clean sample transaction of each
payment type, including but not limited to:
o Revenue, unearned revenue, deferred revenue
o Service deposits/reservations, account balances
o Expenses, transaction fees, discounts, grants
C. Service Providers shall reply to the questions on Appendix B Cyber Vendor Questionnaire
by submitting their answer to each question below the question on the form, indicating
those that are not applicable.
D. Pricing for the system and services being proposed shall be submitted on the Appendix C
Total Cost of Ownership spreadsheet that clearly itemizes in detail any and all applicable
cost related figures, beginning with the first annual period and continuing for each of the
annual renewal terms. Price should be broken down on a per license or per project co st
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basis, if applicable, and should reflect the ability to scale upward or downward based on
the number of reviewers or projects.
E. Deliverables/Milestones
Service Provider is to propose milestones, target dates, percent of project completion and
associated milestone payment to be triggered upon successful completion as part of their
proposal. Examples of what we are looking for here are as follows:
1. System installation
2. Current Database migration
3. User interface customization
4. Beta testing
5. Core product training
6. Go Live
7. Project Acceptance
F. 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: October 12, 2023
• Question deadline: 3:00 PM MT on October 20, 2023
• Final Addendum Issued: October 25, 2023 or before
• Proposal due date: 3:00 PM MT on November 3, 2023
• Interviews/Demonstrations(tentative): Week of November 27, 2023
• Award of Contract (tentative): December 8, 2023
• Completion of project: Q1, 2024 or before
G. Budget
The City of Fort Collins has an approved budget for this project in 2023 and subsequent
years that is in line with current industry trends.
H. Interviews
In addition to submitting a written proposal, the top-rated Service Providers may be
interviewed by the RFP assessment team and asked to participate in an oral presentation
and or demo session 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.
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I. Travel & Expenses
Subject to the terms of the Services Agreement, reasonable expenses may be
reimbursable per the current rates found at www.gsa.gov. Service Provider will be required
to provide original receipts to the City for all travel expenses.
J. Subcontractors/Subconsultants
Service Provider will be responsible for identifying any subcontractors and/or
subconsultants in their proposal. Please note that the City will contract solely with the
awarded Service Provider; therefore, subcontractors and/or subconsultants will be the
responsibility of the Service Provider.
K. 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.
L. Fees, Licenses, Permits
The successful Service Provider 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.
M. Laws and Regulations
The Service Provider 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).
N. 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 Service Provider each month
following the submittal of a correct invoice by the Service Provider 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 Agreement. In the event a service
is requested which is not stated in the Agreement, the Service Provider and the City will
negotiate an appropriate unit price for the service prior to the Service Provider initiating
such work.
The City pays invoices on Net 30 terms.
O. 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
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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.
Service Providers 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 Service
Providers 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 Service
Providers 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. Service Provider/Professional Information
1. Describe the Service Provider’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
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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 Service
Provider.
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.
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 Service Provider
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?
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6. Provide any information that distinguishes Service Provider from its competition and
any additional information applicable to this RFP that might be valuable in assessing
Service Provider’s proposal.
7. What adjustments to your processes do you plan to make due to COVID-19?
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 Service Provider.
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.
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 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.
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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. Service
Provider/Consultant will be required to provide original receipts to the City for all travel
expenses.
5. Fill out Appendix C Total Cost of Ownership Spreadsheet and include as part of your
Proposal. Include any applicable recurring annual costs for support & maintenance for
5 years.
G. Sample Agreement
Included with this request for proposals is a sample Agreement that the City intends to
use for obtaining the services of the Service Provider. The Service Provider 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.
H. Acknowledgement
The Acknowledgement form is attached as Section V. Complete the attached form
indicating the Service Provider hereby acknowledges receipt of the City of Fort Collins
Request for Proposal and acknowledges that the Service Provider has read and agrees
to be fully bound by all of the terms, conditions and other provisions set forth in the RFP.
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IV. REVIEW AND ASSESSMENT CRITERIA
A. Proposal and Interview Criteria
Service Providers 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 Service Providers 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?
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 include 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
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estimate? Are the work hours presented reasonable
for the effort required by each project task or phase?
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V. ACKNOWLEDGEMENT
Service Provider 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 9899 ARTIFICIAL INTELLIGENCE ROAD SURVEY
SOFTWARE and sample Agreement except as otherwise noted. Additionally, Service
Provider 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
Service Provider’s knowledge and belief.
b. Service Provider 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. Service Provider further agrees that the method of award is acceptable.
e. Service Provider 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. Service Provider acknowledges receipt of addenda.
g. Service Provider acknowledges no conflict of interest.
h. Service Provider 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, Service Provider 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, Service Provider 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:
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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.
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VI. SAMPLE AGREEMENT (FOR REFERENCE ONLY – DO NOT SIGN )
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
"Service Provider".
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 Service Provider agrees to provide services in accordance with the
scope of services attached hereto as Exhibit A, consisting of ( ) page and incorporated
herein by this reference.
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 , consisting
of ( ) page,and incorporated herein by this reference.
3. Time of Commencement and Completion of Services. The services to be performed pursuant
to this Agreement shall be initiated within ( ) days following execution of this
Agreement. Services shall be completed no later than . Time is of the essence. Any
extensions of the time limit set forth above must be agreed upon in a writing signed by the
parties.
4. Contract Period. This Agreement shall commence , 2023, and shall continue in full force
and effect until , 2024, 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 Service Provider and mailed no later than thirty (30) days
prior to contract end.
5. Delay. If either party is prevented in whole or in part from performing its obligations by
unforeseeable causes beyond its reasonable control and without its fault or negligence, then
the party so prevented shall be excused from whatever performance is prevented by such
cause. To the extent that the performance is actually prevented, the Service Provider must
provide written notice to the City of such condition within ten (10) days from the onset of such
condition.
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6. 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 Service Provider. 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 Service Provider shall be paid for services
rendered to the date of termination, subject only to the satisfactory performance of the Service
Provider's obligations under this Agreement. Service Provider 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 Service Provider's sole right
and remedy for such termination.
7. 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
addresses:
Service Provider: 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
8. City Representative. The City will designate, prior to commencement of the work, its
representative who shall make, within the scope of his or her authority, all necessary and
proper decisions with reference to the services provided under this agreement. All requests
for contract interpretations, change order, and other clarification or instruction shall be directed
to the City Representative.
The initial City Representative for this agreement is [Enter Name] and can be reached at
[Enter Email] or [Enter Phone]. The Representative is subject to change by the City.
9. Compensation. The City shall pay the Service Provider for the performance of this Contract,
subject to additions and deletions provided herein, ($ ) as per the attached Exhibit
, consisting of ( ) page and incorporated herein by this reference.
Invoices shall be emailed to invoices@fcgov.com with a copy to the City Representative. The
cost of the work completed shall be paid to the Service Provider following the submittal of a
correct itemized invoice by the Service Provider. 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.
10. 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 Code Section 8-186,
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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.
11. Independent Service Provider. The services to be performed by Service Provider are those
of an independent service provider and not of an employee of the City of Fort Collins. The
City shall not be responsible for withholding any portion of Service Provider's compensation
hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or
for any other purpose.
12. Subcontractors. Service Provider 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 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 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 and the City, nor will it obligate the
City to pay or see to the payment of any subcontractor, and (d) the work of the subcontractor
will be subject to inspection by the City to the same extent as the work of the Service Provider.
Irrespective of any subcontractors named in Exhibit A, Service Provider shall be solely
responsible for performance of all duties hereunder.
13. Personal Services. It is understood that the City enters into the Agreement based on the
special abilities of the Service Provider and that this Agreement shall be considered as an
agreement for personal services. Accordingly, the Service Provider shall neither assign any
responsibilities nor delegate any duties arising under the Agreement without the prior written
consent of the City.
14. Acceptance Not Waiver. 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 or cause of action arising out of performance of this Agreement.
15. Warranty.
a. Service Provider warrants that all work performed hereunder shall be performed with the
highest degree of competence and care in accordance with accepted standards for work
of a similar nature.
b. Unless otherwise provided in the Agreement, all materials and equipment incorporated
into any work shall be new and, where not specified, of the most suitable grade of their
respective kinds for their intended use, and all workmanship shall be acceptable to City.
c. Service Provider warrants all equipment, materials, labor and other work, provided under
this Agreement, except City-furnished materials, equipment and labor, against defects and
nonconformances in design, materials and workmanship/workwomanship for a period, the
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longer of; i.) The original manufacturer’s warranty term; or ii.) beginning with the start of
the work and ending twelve (12) months from and after final acceptance under the
Agreement, regardless whether the same were furnished or performed by Service
Provider or by any of its subcontractors of any tier. Upon receipt of written notice from
City of any such defect or nonconformances, the affected item or part thereof shall be
redesigned, repaired, or replaced by Service Provider in a manner and at a time
acceptable to City.
16. 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 thereof.
17. 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.
18. 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.
19. Indemnity/Insurance.
a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents
and employees against and from any and all actions, suits, claims, demands or liability of
any character whatsoever brought or asserted for injuries to or death of any person or
persons, or damages to property arising out of, result from or occurring in connection with
the performance of any service hereunder.
b. The Service Provider shall take all necessary precautions in performing the work
hereunder to prevent injury to persons and property.
c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider
shall provide and maintain insurance coverage naming the City as an additional insured
under this Agreement of the type and with the limits specified within Exhibit , consisting
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of one (1) page attached hereto, and incorporated herein by this reference. The Service
Provider before commencing services hereunder, shall deliver to the City's Purchasing
Director, purchasing@fcgov.com or P. O. Box 580, Fort Collins, Colorado 80522, one copy
of a certificate evidencing the insurance coverage required from an insurance company
acceptable to the City.
20. 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.
21. 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 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 Service Provider. The
City’s concurrence hereunder is subject to the Service Provider’s commitment that this
authorization shall not have a negative impact on the work to be completed for the City.
22. 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.
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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 subcontractors at every tier.
23. 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.
24. 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.
25. Dust Control. [Optional] The Service Provider shall abide by the City of Fort Collins “Dust
Control and Prevention Manual,” which is available for public download at https://www.
fcgov.com/airquality/pdf/dust-prevention-and-control-manual.pdf, and is incorporated herein
by this reference. The City of Fort Collins has implemented this manual for all projects
performed for the City of Fort Collins or located within the City of Fort Collins City limits.
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,
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 Service Provider must provide written notice to the City of such
condition within ten (10) days from the onset of such condition.
27. Technology Accessibility. The Service Provider in performing the Services hereunder
must comply with all applicable provisions of §§24-85-101, et seq., C.R.S., [1] and the
Accessibility Standards for Individuals with a disability, as established by the Office Of
Information Technology pursuant to Section §24-85- 103(2.5). Service Provider must
also comply with the latest version of Level AA of the Web Content Accessibility
Guidelines (WCAG), currently version 2.2, as described in State of Colorado Technical
Standard TS-OEA-002, Technology Accessibility for Web Content and Applications
when developing the Project Instruments. To confirm that the Project Instruments meet
these standards, Service Provider may be required to demonstrate compliance. The
Service Provider shall indemnify the CITY pursuant to the Indemnification section above
in relation to the Service Provider’s failure to comply with §§24-85-101, et seq., C.R.S.,
or the Accessibility Standards for Individuals with a Disability as established by the
Office of Information Technology pursuant to Section §24-85-103(2.5).
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28. 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
one (1) page, 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:
SERVICE PROVIDER
By:
Printed:
Title:
Date:
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EXHIBIT A
SCOPE OF SERVICES
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EXHIBIT
BID SCHEDULE/ COMPENSATION
The following pricing shall remain fixed for the initial term of this Agreement. Any applicable price
adjustments may only be negotiated and agreed to in writing at the time of renewal.
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EXHIBIT
INSURANCE REQUIREMENTS
The Service Provider 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
Service Provider 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 Service Provider, 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 Service Provider 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 Service
Provider '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 Service Provider shall maintain during
the life of this Agreement for all of the Service Provider'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 Service Provider 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 Service Provider 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.
In the event any work is performed by a subcontractor, the Service Provider shall be responsible
for any liability directly or indirectly arising out of the work performed under this Agreement by a
subcontractor, which liability is not covered by the subcontractor's insurance.
Official Purchasing Document
Last updated 2/1/2023
RFP Streets Department Road Survey Software Page 32 of 39
EXHIBIT
CONFIDENTIALITY
IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to
this Agreement (the “Agreement”), the Service Provider 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 Service Provider has agreed to perform, the Service Provider 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 Service Provider
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 Service Provider shall not disclose any such information to any person not having a legitimate
need-to-know for purposes authorized by the City. Further, the Service Provider 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 Service Provider 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 Service Provider 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 Service Provider ceases to perform services for the City, or the City so
requests for any reason, the Service Provider 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 Service Provider understands and agrees that the City’s remedies at law for a breach of the
Service Provider’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 2/1/2023
RFP Streets Department Road Survey Software Page 33 of 39
Appendix A
Functional Requirements
Functional Requirements:
The following section details the functional requirements for the system solution. The
City is looking for a comprehensive and best practice solution for Recreation Management
Software. Respond with “Yes”, “No”, “NA”, or “Future Release” in the column titled
“Included” to indicate if the feature is present in the current proposed release.
REQUIRED FUNCTIONALITY
Description Included:
“Yes” “No”
“NA”
“Future
Release”
Alternate Proposal,
Comments
High quality image data collected via the use of a
smartphone device (IOS or Android)
• Street Vehicle dash mounted
• Collects and stores image data
• Collects and stores GPS coordinates
• Device to sync daily
Ability to blur or distort people’s faces and license plates
in image data
Data stored in cloud by vendor
Ability to support data collection for 4 devices 3-5 times
per week.
Artificial Intelligence pavement distress recognition and
analysis per ASTM D6433-23 and geographical
coordinates.
• Alligator Cracking
• Block Cracking
• Depressions
• Edge Cracking
• Joint Reflections
• Lane/Shoulder drop-off
• Longitudinal and transverse cracking
• Patching and Utility Cut Patching
• Potholes
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Last updated 2/1/2023
RFP Streets Department Road Survey Software Page 34 of 39
Ability to generate customizable reports
Online and mobile dashboard to view data:
• Pavement condition Index (PCI) per road segment
• Visual representation of PCI overlayed on map
(plan view)
• Inventory and locations
• Still images per location (similar to Google Street
View), ability to overlay distress data over images
to show how the system picked up distresses in
pavement surface. For example, a longitudinal
crack highlighted in the image.
• Ability to view historical data (i.e., image data from
every time data was collected on a specific
segment)
• Ability to view dashboard on multiple platforms
(desktop, smartphone, tablet)
Ability to integrate or export data to existing City
applications:
• ArcGIS
• PAVER
Online system compatible with ADA and Colorado State
Accessibility Accommodations laws (see
https://oit.colorado.gov/accessibility-law )
The Service Provider must have IT personnel accessible
to City Streets Department between the hours of 7:00 AM
(MST/MDT) and 4:30 PM (MST/MDT), Monday through
Friday, to resolve data issues promptly.
Initial training and support to staff after implementation
Official Purchasing Document
Last updated 2/1/2023
RFP 9899 Artificial Intelligence Road Survey Software Page 35 of 39
Additional Desired Features:
The following section details the Additional Desired Features for the system solution. The
City is looking for a comprehensive and best practice solution for Road Survey Software.
Respond with “Yes”, “No”, “NA”, or “Future Release” in the column titled “Included” to
indicate if the feature is present in the current proposed release.
DESIRED ADDITIONAL FUNCTIONALITY
Description Included:
“Yes” “No”
“NA”
“Future
Release”
Alternate Proposal,
Comments
“Pin Drop” button on smartphone application for marking a
current location for follow-up later
AI recognition of:
• Street sweeper obstructions (basketball hoops,
parked cars, dumpsters, tree obstructions, etc.)
• Graffiti
Recognition inventory of other street asset facilities and
their condition:
• Sidewalks
• Pedestrian Ramps & Truncated Domes
• Curb and Gutter
• Guardrail & Handrails
• Speed Bumps/Tables
Ability to inventory and track traffic assets using artificial
intelligence recognition
• Permanently Installed Street Signs
• Pavement Markings
In addition, respondents are encouraged to provide any
additional information regarding system capabilities that
may be helpful in assisting the City with this project.
Official Purchasing Document
Last updated 2/1/2023
RFP 9899 Artificial Intelligence Road Survey Software Page 36 of 39
Appendix B
Cyber Vendor Questionnaire
1. Data Ownership: The City of Fort Collins will own all right, title and interest in its data
that is related to the services provided. All data obtained by the vendor in the
performance of this services shall become and remain the property of the City. The
vendor will not share or distribute any City data to any other entity without the express
written consent of the City. Can you comply with this?
Answer:
2. Data Protection: Describe how you safeguard the confidentiality, integrity and
availability of City information, including encryption of personal data in transit and at rest,
and access control. Do you have a privacy and security policy, and does the policy apply
to customers’ private data including personal identifiable information?
Answer:
3. Data destruction: What procedures and safeguards does the vendor have in place for
sanitizing and disposing of City data according to prescribed retention schedules or
following the conclusion of a project or termination of a contract to render it
unrecoverable and prevent accidental and/or unauthorized access to City data?
Answer:
4. Data Location: Are the data centers where City data may be stored or processed
located exclusively in the United States? Do you allow your personnel or contractors to
store City data on portable devices? Do your personnel and contractors access City data
remotely?
Answer:
5. Security Incidents or Data Breaches: Describe your data breach and incident
response communication plans. Has the company experienced any security breaches? If
yes, explain.
Answer:
6. Breach Responsibilities: In addition to data breach communication, what additional
responsibilities do you have to your customers in the event of a data breach involving
private data that is in your control, or in the control of your contractors/subsidiaries, at
the time of breach? Do you have cybersecurity insurance? If yes, provide an overview of
the coverage.
Answer:
7. Background Checks: Do you conduct criminal background checks on all staff, including
subcontractors? Do you employ people convicted of any crime of dishonesty?
Answer:
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Last updated 2/1/2023
RFP 9899 Artificial Intelligence Road Survey Software Page 37 of 39
8. Access to Security Logs and Reports: The vendor shall provide reports to the City in
a format as specified in the SLA agreed to by both the vendor and the City. Reports shall
include latency statistics, user access, user access IP address, user access history and
security logs for all City files related to this contract. Can you comply with this?
Answer:
9. Risk Assessments and Audits: Do you conduct periodic risk assessments to identify
cybersecurity threats, vulnerabilities, and potential business consequences? Do you
have regular independent assessments of your cybersecurity processes? Do you
perform independent audits of your data center? How often? What level of audit is
performed (e.g., SOC2)? Would you be willing to share redacted versions of your most
recent risk assessment and audit report with the City?
Answer:
10. Change Control and Advance Notice: How do you communicate upgrades (e.g., major
upgrades, minor upgrades, system changes) that may impact service availability and
performance to your customers?
Answer:
11. Upgrades: Are technology systems (e.g., servers, network devices, operating systems,
applications, malware definitions) regularly updated/patched? Do you have any systems
in production that are past end of life or that can no longer be patched?
Answer:
12. Non-disclosure and Separation of Duties: Describe how you enforce separation of job
duties and limit staff knowledge of City data to that which is necessary to perform job
duties.
Answer:
13. Import and Export of Data: Describe the data import and export processes from the
customer’s perspective.
Answer:
14. Subcontractor Disclosure: Identify all your strategic business partners related to
services provided under this arrangement, including but not limited to all subcontractors
or other entities or individuals who may be a party to a joint venture or similar agreement
with the you, and who shall be involved in any application development and/or
operations.
Answer:
15. Right to Remove Individuals: The City shall have the right at any time to require that
the vendor remove from interaction with City any vendor representative who the City
believes is detrimental to its working relationship with the vendor. Can you comply with
this?
Official Purchasing Document
Last updated 2/1/2023
RFP 9899 Artificial Intelligence Road Survey Software Page 38 of 39
Answer:
16. Encryption of Data at Rest: Can you ensure hard drive encryption consistent with
validated cryptography standards as referenced in FIPS 140-2, Security Requirements
for Cryptographic Modules for all personal data?
Answer:
17. Internet-Facing Security: We may use BitSight (like a credit report for cyber security) to
assess your internet-facing security. Do you subscribe to BitSight or a similar service,
and if so are you willing to provide a sanitized report?
Answer:
18. Service Interruption: In the event of an interruption of your service, what is your
process for notifying customer operations of the circumstances of the interruption or
outage and the expected recovery time?
Answer:
19. Backup and Recovery: What is your backup & recovery SLA? What are the actual
results/metrics vs. the SLA for the last 12 months? Is your backup data encrypted and, if
so, to what standard?
Answer:
20. Authentication: Do you have an internal password policy? Do you have complexity or
length requirements for passwords? Do employees/contractors have ability to remotely
connect to your production systems? (i.e. VPN. Is multi-factor authentication available?
Do you require MFA for administration of your service (local or remote)? Do you support
SSO/SAML ADFS for customer access?
Answer:
21. Cyber Insurance: Does your firm carry cyber insurance? If so, what are your insurance
levels?
Answer:
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Last updated 2/1/2023
RFP 9899 Artificial Intelligence Road Survey Software Page 39 of 39
Appendix C
Total Cost of Ownership Spreadsheet
Total Cost of Ownership
Vendor ____________ Yr1 Yr2 Yr3 Yr4 Yr5
Cost ITEM Summary 2023 2024 2025 2026 2027
One time Costs
Ongoing costs
Total One Time Costs
$0.00
$0.00
$0.00
$0.00
$0.00
Total On Going Costs
$0.00
$0.00
$0.00
$0.00
$0.00
TOTAL
$0.00
$0.00
$0.00
$0.00
$0.00
Include spreadsheet of all costs for implementation, licensing, training, maintenance & support,
etc. with your proposal so that we can see all one-time and recurring costs for your solution for
Years 1-5.