HomeMy WebLinkAboutRFP - 10067 Signage Manual for Natural AreasRFP 10067 Signage Manual for Natural Areas Page 1 of 34
REQUEST FOR PROPOSAL
10067 SIGNAGE MANUAL FOR NATURAL AREAS
RFP DUE: 3:00 PM MT (Mountain Time), October 18, 2024
The City of Fort Collins is requesting proposals from qualified Service Providers to develop a Sign
Standards and Messaging Manual (Manual) for the Natural Areas Department (NAD). The primary
focus of the manual is to set departmental standards for NAD’s numerous forms of public-facing
signs. The Service Provider will review the signs already in use (an inventory has been
completed), make suggestions for consolidation and improvement, and implement design and
accessibility guidance from the City’s Communications and Public Involvement Office (CPIO)
Creative Services staff to develop design standards for each message and message-type which
will be described in detail in a new signage manual document.
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 [Buyer] at [Email], no later than
3:00 PM MT on October 7, 2024. Please format your e-mail to include: RFP 10067 Signage Manual for Natural Areas 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): 801-56 Signs, American Disability Act
918-24 Communications Consulting
918-26 Communications: Public Relations Consulting
918-32 Consulting Services (Not Otherwise Classified)
962-79 Sign Making Services
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 nd Floor
970.221.6775
970.221.6707
fcgov.com/purchasing
RFP 10067 Signage Manual for Natural Areas Page 2 of 34
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. Professionals may submit
one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of
the proposal, Professionals may redact text and/or data that it deems confidential or proprietary
pursuant to CORA. All pricing will be considered public records subject to disclosure under CORA
and as such pricing cannot be redacted from the “FOR PUBLIC VIEWING” version of the
proposal. Failure to provide a public viewing copy will be considered a waiver of any claim of confidentiality under CORA without regard to how the applicant’s proposal or certain pages of the
proposal are marked confidential, proprietary, or similar. Such statement does not necessarily
exempt such documentation from public disclosure if required by CORA, by order of a court of
appropriate jurisdiction, or other applicable law. Generally, under CORA, trade secrets,
confidential commercial information and financial data information may not be disclosed by the
City. Proposals may not be marked “Confidential” or ‘Proprietary’ in their entirety. By responding
to this RFP, Professionals hereby waives any and all claims for damages against the City for the City’s good faith compliance with CORA. All provisions and pricing of any contract resulting
from this request for proposal will be public information.
Service Providers Registration: The City requires new Service Providers/ Professionals
receiving awards from the City to submit IRS form W-9 and requires all Service Providers/
Professionals to accept Direct Deposit (Electronic) payment. If needed, the W-9 form and the
Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at
www.fcgov.com/purchasing under Vendor Reference Documents. Please do not submit these documents with your proposal, however, if you take exception to participating in Direct Deposit
(Electronic) payments please clearly note such in your proposal as an exception. The City may
waive the requirement to participate in Direct Deposit (Electronic) payments at its sole discretion.
Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall
have a financial interest in the sale to the City of any real or personal property, equipment,
material, supplies or services where such officer or employee exercises directly or indirectly any
decision-making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift,
gratuity favor, entertainment, kickback or any items of monetary value from any person who has
or is seeking to do business with the City of Fort Collins is prohibited.
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 10067 Signage Manual for Natural Areas Page 3 of 34
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
RFP 10067 Signage Manual for Natural Areas Page 4 of 34
I. BACKGROUND & OBJECTIVE / OVERVIEW
A. Objective
The City of Fort Collins is requesting proposals from qualified Service Providers to develop a Sign Standards and Messaging Manual (Manual) for the Natural Areas
Department (NAD). The primary focus of the manual is to set departmental standards for
NAD’s numerous forms of public -facing signs. The Service Provider will review the signs
already in use (an inventory has been completed), make suggestions for consolidation
and improvement, and work directly with, and implement conceptual guidance from the
City’s Communications and Public Involvement Office (CPIO) to develop design standards
for each message and message-type which will be described in detail in a new signage
manual document, approved by both CPIO and the Natural Areas Department.
B. Background
Fort Collins is a vibrant community of approximately 175,000 residents, located 65 miles
north of Denver, at the base of the foothills of the Rocky Mountains.
Special habitats like prairies, foothills, waterways, and forests are conserved for wildlife
and people by the NAD. Everyone is welcome to treasure and steward these beloved
outdoor places. Thanks to a 30+ year legacy of community -initiated sales tax ballot
measures, there are 52 conserved natural areas and 114 miles of trail with more being
added each year. See the Natural Areas Map.
The NAD’s mission is to conserve and enhance lands with natural resource, agricultural,
and scenic values, while providing meaningful education and appropriate recreation
opportunities.
Within a natural area you can see, touch, feel, and experience natural and cultural
treasures. The network of conserved natural areas is integral to the identity and vitality of
the Fort Collins community. Natural Areas are about ecological values, quality of life,
economic health, and what matters to residents.
Signs in conserved natural area sites are often overlooked as simple markers, but their
significance goes far beyond just pointing the way. They're the silent guardians of our
Natural Areas, quietly ensuring safety, providing vital information, and guiding visitors
through the wonders of nature. Signs are valuable for safety, the visitor experience,
fostering ecological stewardship, regulatory compliance, education, natural and cultural
history interpretation, and navigation.
The sign manual will reinforce and implement NAD’s guiding signage philosophy as
follows:
• Use effective messages that change behavior by implementing social science best
practices. A summary of social science research that pertains to signage has been
created by NAD and will be provided to the Service Provider to inform the new sign
manual. Additional best practices would be a welcome addition to the existing work.
• Share messaging in a consistent, clear format informed by plain language principles
and graphic design standards. Sign design will align with the NAD’s brand guide,
including compliance with state and federal ADA laws including rules about color
contrast, and other accessibility requirements.
• Share messages in a welcoming format informed by equity best
practices. Feedback on signage from historically marginalized community groups
RFP 10067 Signage Manual for Natural Areas Page 5 of 34
has been gathered by NAD staff, the Service Provider will use this information to
inform the project and sign manual.
• The manual will include designs for bilingual (English/Spanish) signage that uses
the minimum of words and incorporates standard icons for universal communication.
A standard set of icons, based on the National Park Service’s icons, has been
identified and is in use, and more icons will be needed.
• Install the minimum of regulatory signs in natural areas. This prevents sign clutter,
minimizes environmental impact, and allows important messages to stand out.
• Install signs in a thoughtfully designed and consistent spatial sequence that provides
the right message at the right time for the visitor.
• Use internal City fabrication options such as the Streets Sign Shop for cost
effectiveness for regulatory signs, and other types of signage where possible.
A draft sign manual outline has been developed that includes the following sections:
• Introduction
• How to Use This M anual
• Sign Philosophy & Guiding Principles (staff has drafted)
• Signage Best Practices (staff has drafted)
• Language & Messaging principles- including bilingual/translation/universal icons
approach
• Equity in Signage- best practices and community feedback summary (staff has
drafted)
• Personas and Visitor J ourneys- personas based on visitor demographics (staff has
drafted personas based on visitor demographics by geographic zones).
• Sign Types & Definitions with Example Sign Images- 11 sign types have been
defined in the existing inventory (advisory, four-sided post, informational, interpretive, mini-kiosk, property boundary, regulatory, site/entrance, temporary,
traffic, wayfinding, other). (CPIO will provide design concepts for signage that meet
ADA standards and reflect the Natural Areas brand colors and approach)
• Consistent Design Standards including:
− Color coding
− Accessible design
− Fonts
− Type size
− Arrows
− Icons
− Logos
− Maps
− Panel sizes
− Color specifications
RFP 10067 Signage Manual for Natural Areas Page 6 of 34
− Sign posts
− Sign elevations
• Sign Layouts (for example, standard grids for each message)
• Sign Placement (for example, clustering and spatial placement/phasing guidelines)
• NAD Sign Process Guide (includes staff roles, request process,
adding/removing/modifying from inventory process, maintenance check -in cycle,
repair, sign vendors, internal sign shop, when to use central communications office
vs graphic designer, in-house/external, etc.), sign process flow charts and narrative
by sign type (interpretive, regulatory, informational, temporary, etc.).
• Message Library (complete set of all standard signs)
The NAD seeks to improve the signage on natural areas to protect natural areas and
visitors and provide a high-quality visitor experience. The sign standards and manual will
serve as the foundation for implementing a comprehensive and thoughtful signage
approach across each natural area site.
II. SCOPE OF PROPOSAL
A. Scope of Work
The project is anticipated to include the following elements:
• Discovery phase including gathering information, meeting with key staff members,
becoming familiar with existing work to date. May include site visits (independently
or with staff) at the Service Provider’s option.
• Review existing sign inventory , CPIO’s design concepts, and the Natural Areas
Department brand guide to refine the design concepts and recommend a cohesive
design style, aesthetic, and branding vision for each sign type. Iterate designs to
address feedback. Create standard designs, approved by staff.
• Review other similar agencies signs and messaging documents and guidelines
(including those already collected by NAD) and outline additional best
management practices and social science research concepts to possibly be
incorporated into the Natural Areas Department’s sign manual.
• Develop visitor journeys. The NAD envisions these as short narratives describing
how each person interacts with signage in a natural area throughout their visit. The
journeys will help develop empathy and a visitor-focused approach to signage.
• Develop sign placement guidelines based on visitor journeys and personas. These
should specify what messages should be placed as a visitor approaches a natural
area, when they enter the trailhead parking lot, what signs visitors should see
within the parking lot, messages that should be at the trailhead, along trails, and
at other points in the experience.
• Document and standardize sign planning processes through a NAD Sign Process
Guide chapter of the manual. This section will provide an overview of the internal
Natural Areas Department sign planning and design process and include a clear
explanation of internal decision-making processes. The Sign Process Guide content will be based on existing processes, and the Service Provider will need to
facilitate some process development.
RFP 10067 Signage Manual for Natural Areas Page 7 of 34
The Process Guide will include staff roles, explain the signage request process,
and detail how to add/remove/modify signs from the inventory. The guide will
specify a signage maintenance check -in cycle and explain how to make a request
for sign repair/replacement/removal. The guide will include resources for staff such
as a list of sign fabrication vendors, contact information for the internal sign shop,
and a description and flow chart about when to use the central communications
office for graphic design vs an outside graphic designer, and when to fabricate
signs in-house or use an external vendor. For instances where an external vendor
is to be used, the guide will include contact information for the City Purchasing
Department to assist in identifying the outside sign fabricator. The guide will
include sign process flow charts and narrative process guidance for each sign type
(interpretive, regulatory, informational, temporary, etc.).
• Simplify and standardize sign design and messages. The m anual will provide
standard messages and designs with instructions for handling non-standard sign
requests.
• The Service Provider will provide recommendations on how the key sign elements
and messages can be incorporated into other communications (such as temporary
and seasonal signs, webpages, social media, and newsletters).
B. Deliverables/Milestones
• Discovery phase in which the Service Provider will review and gain a thorough
understanding of the current sign and messaging that has been implemented,
including what messages exist, why they were created, the audience for the
messages and where signs are installed. This phase should include gathering
information, meeting with key staff members, and becoming familiar with existing
work to date. May include site visits (independently or with staff) at the Service
Provider’s option.
A summary of the discovery phase will be provided for internal use and will list the
documents that were reviewed, the people contacted, and key take-aways learned
from this phase.
• Based on design guidance provided by CPIO, preparation of draft sign design
concepts and consistent messaging, approximately 30% design for each sign type,
including how the sign types work together to create a comprehensive system, for
staff review and comment. This includes refining the table of c ontents (outlined above), and the Process Guide section for the sign manual and building consensus
agreement around the outline and contents of the manual. Concepts for visitor
personas and visitor journeys and sign placement sequencing should be included.
o Provide 2-3 weeks of staff review time for each iteration of the manual.
o Meet with the project team to review the draft documents, discuss project
progress, identify areas for additional coordination and review staff
comments on the draft documents.
• Preparation of a 50% draft sign manual following up on revisions and progress
made from the 30% draft manual and including general layout, draft outline, and
draft supporting text, for staff review, with the same review time and meeting as
above.
• Preparation of a 90% draft sign manual following up on revisions and progress
from the 50% draft manual. This draft shall include a complete sign library for
RFP 10067 Signage Manual for Natural Areas Page 8 of 34
review. Sign messages and designs will be translated into Spanish following
translation best practices, to provide the bilingual element of each sign. The 90%
draft sign manual will include the bilingual and iconography elements of each sign.
Staff will review with the same review time and meeting as above.
• Prepare the final m anual which shall be a narrative and graphic document
produced in a user-friendly format suitable for staff.
The final Sign Manual document must be fully accessible and should be prepared
with the goal of meeting Web Content Accessibility Guidelines (WCAG) version
2.1, level AA criteria and ensuring all final digital documents meet the rules set by
Colorado HB21-1110. The manual shall be provided in a format with complete
editing and usage rights given to the department for future manipulation as
needed. Graphic design files for each sign will be provided to the department with
complete editing and usage rights provided.
o Provide 2-3 weeks of staff review time for each iteration of the manual.
o Meet with the project team to review the draft documents, discuss project
progress, identify areas for additional coordination and review staff
comments on the draft documents.
• Based on discussions with staff, provide written recommendations for
implementing the signage called for in the manual. The Service Provider will use
the inventory of existing signage to quantify the number of signs that need to be
updated, and provide recommendations for prioritization, phasing, and timelines
for implementation.
C. Minimum Qualifications
The ideal Service Provider will have experience with similar projects, graphic design
experience, communications experience and training. Specific experience with outdoor
and land conservation-related signage is highly desirable.
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: September 30, 2024
• Question deadline: 3:00 PM MT on October 7, 2024
• Final Addendum Issued: October 11, 2024
• Proposal due date: 3:00 PM MT on October 18, 2024
• Interviews (tentative): Week of October 28, 2024
• Award of Contract (tentative): Early November 2024
• Completion of project: June 1, 2025
E. Budget
The budget for this project is limited to a maximum of $60,000, therefore Service Providers
are invited to submit proposals with the tasks prioritized to aid the City in working together
with the selected firm to identify and implement core tasks within the budget available for
this project.
RFP 10067 Signage Manual for Natural Areas Page 9 of 34
F. 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
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.
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.
G. 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.
H. 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).
I. 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.
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, Acknowledgement form , and sample
manual). 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.
RFP 10067 Signage Manual for Natural Areas Page 10 of 34
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 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
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. Can the work be completed in the necessary timeframe, with target start and
completion dates met?
8. Are other qualified personnel available to assist in meeting the project schedule if
required?
9. Is the project team available to attend meetings as required by the Scope of Work?
RFP 10067 Signage Manual for Natural Areas Page 11 of 34
10. 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.
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. 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.
E. Work Sample
Provide a sample signage manual or comparable document.
F. 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
RFP 10067 Signage Manual for Natural Areas Page 12 of 34
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.
G. 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. Specifically break out
pricing for the following:
− The Sign Process Guide Chapter of the Manual
− Implementation recommendations
− Translation of sign message into Spanish following best practices
The City reserves the right to negotiate the inclusion/exclusion of tasks with the
awarded Service Provider to optimize the NAD’s budgetary effectiveness for this
project.
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. 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 will be
required to provide original receipts to the City for all travel expenses.
H. 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.
RFP 10067 Signage Manual for Natural Areas Page 13 of 34
I. 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.
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?
2.0 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?
RFP 10067 Signage Manual for Natural Areas Page 14 of 34
WEIGHTING CATEGORY STANDARD QUESTIONS
2.0 Work Sample
Does the manual clearly define the goals and
expected outcomes? Does the manual clearly
describe the process to be used in determining a
sign design? Are adequate details and
expectations included so that end users would
be able to convey requirements to a signage
production company?
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 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 10067 Signage Manual for Natural Areas Page 15 of 34
V. ACKNOWLEDGEMENT
This form may not be redlined and must be submitted with your proposal. Failure to adhere
to these requirements may result in your proposal being rejected.
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 10067 Signage Manual for Natural Areas 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, Professionals may
redact text and/or data that it deems confidential or proprietary pursuant to CORA. All
pricing will be considered public records subject to disclosure under CORA and as such pricing cannot be redacted from the “FOR PUBLIC VIEWING” version of the proposal.
Failure to provide a public viewing copy will be considered a waiver of any claim of
confidentiality under CORA without regard to how the applicant’s proposal or certain
pages of the proposal are marked confidential, proprietary, or similar. Such statement
does not necessarily exempt such documentation from public disclosure if required by
CORA, by order of a court of appropriate jurisdiction, or other applicable law. Generally,
under CORA, trade secrets, confidential commercial information and financial data
information may not be disclosed by the City. Proposals may not be marked “Confidential” or ‘Proprietary’ in their entirety. By responding to this RFP, Professionals hereby waives
any and all claims for damages against the City for the City’s good faith compliance with
CORA. All provisions and pricing of any contract resulting from this request for
proposal will be public information.
Legal Firm Name:
Physical Address:
Remit to Address:
Phone:
RFP 10067 Signage Manual for Natural Areas Page 16 of 34
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.
Official Purchasing Document
Last updated 5/2024
RFP 10067 Signage Manual for Natural Areas Page 17 of 34
VI. SAMPLE AGREEMENT (FOR REFERENCE ONLY – DO NOT SIGN )
SERVICES AGREEMENT
This SERVICES AGREEMENT (AGREEMENT) made and entered into the day and year
set forth in the Agreement Period section below by and between the CITY OF FORT COLLINS,
COLORADO, a Colorado Municipal Corporation, (CITY) and , a(n) [enter state] [business
type], (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 (Services) attached hereto as Exhibit A, consisting of [# of Pages]
and incorporated herein. Irrespective of references to named third parties in this
AGREEMENT and its Exhibits, the SERVICE PROVIDER shall be solely responsible for
performance of all duties hereunder.
2. Changes. The CITY may, at any time during the term of the AGREEMENT, make changes
to the AGREEMENT. Such changes shall be agreed upon in writing by the parties.
3. Agreement Period. This AGREEMENT shall commence , 20 (the Effective
Date) and shall continue in full force and effect until , 20 , unless sooner
terminated as herein provided.
4. Early Termination by CITY. Notwithstanding the time periods contained herein, the CITY
may terminate this AGREEMENT at any time without cause or penalty by providing at least
ten (10) calendar days written notice of termination to the SERVICE PROVIDER.
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) calendar days of the effective date of termination.
Payment shall be the SERVICE PROVIDER's sole right and remedy for such termination.
5. Notices. All notices provided under this AGREEMENT shall be effective immediately when
emailed or three (3) business days from the date of the notice when mailed to the following
addresses:
SERVICE PROVIDER: CITY: Copy to:
Official Purchasing Document
Last updated 5/2024
RFP 10067 Signage Manual for Natural Areas Page 18 of 34
Attn:
Email Address
Attn:
PO Box 580
Fort Collins, CO 80522
Email Address
Attn: Purchasing Dept.
PO Box 580
Fort Collins, CO 80522
purchasing@fcgov.com
All notices under this AGREEMENT shall be written.
6. Compensation. In consideration of the Services to be performed pursuant to this
AGREEMENT, the CITY agrees to pay the SERVICE PROVIDER [on a time and
reimbursable direct cost basis] [a fixed fee in the amount of ???? ($????)] in accordance
with Exhibit B, consisting of [# of Pages], attached and incorporated herein. Monthly partial
payments based upon the SERVICE PROVIDER's billings and itemized statements are
permissible. The amounts of all such partial payments shall be based upon the SERVICE
PROVIDER's CITY-verified progress in completing the Services to be performed pursuant
hereto and upon the CITY's approval of the SERVICE PROVIDER's actual reimbursable
expenses. Final payment shall be made following acceptance by the CITY of the Services.
Invoices shall be emailed to invoices@fcgov.com with a copy to the CITY Project Manager.
The cost of the Services 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 undisputed invoices on Net 30 days from the date of the invoice submittal
to the CITY or, for disputed invoices, Net 30 days from the date of CITY Project Manager’s
approval.
7. Design and Service Standards. The SERVICE PROVIDER warrants and shall be
responsible for the professional quality, technical accuracy, accessibility requirements under
ADA and Public Accommodations and Technology Accessibility sections below, timely
completion and the coordination of all Services rendered by the SERVICE PROVIDER, and
the Project Instruments as defined in the Project Instruments and License section below.
The SERVICE PROVIDER shall, without additional compensation, promptly remedy and
correct any errors, omissions, or other deficiencies from such standards.
8. Indemnification. The SERVICE PROVIDER shall indemnify, defend, and hold harmless the
CITY and its officers and employees, to the maximum extent permitted under Colorado law,
against and from any and all actions, suits, claims, demands, or liability of any character
whatsoever claimed by the SERVICE PROVIDER or third parties against the CITY arising
out of or related to this AGREEMENT (including but not limited to contract, tort, intellectual
property, accessibility, or otherwise). This obligation extends to reimbursement of the
CITY's defense costs and reasonable attorney’s fees.
9. Insurance. The SERVICE PROVIDER shall maintain insurance in accordance with Exhibit
C consisting of one (1) page, attached and incorporated herein.
Official Purchasing Document
Last updated 5/2024
RFP 10067 Signage Manual for Natural Areas Page 19 of 34
10. Appropriation. To the extent this AGREEMENT or any provision in it. requires payment of
any nature in fiscal years subsequent to the current fiscal year and constitutes a multiple
fiscal year debt or financial obligation of the CITY, it shall be subject to annual appropriation
by Fort Collins City Council as required in Article V, Section 8(b) of the City Charter, City
Code Section 8-186, and Article X, Section 20 of the Colorado Constitution. The CITY shall
have no obligation to continue this AGREEMENT in any fiscal year for which there are no
pledged cash reserves or supporting appropriations pledged irrevocably for purposes of
payment obligations herein. Non-appropriation by the CITY shall not be construed as a
breach of this AGREEMENT.
11. Project Instruments and License.
a. Upon execution of this AGREEMENT, the SERVICE PROVIDER grants to the CITY an
irrevocable, unlimited and royalty free license to use any and all sketches, drawings, as-
builts, specifications, designs, blueprints, data files, calculations, studies, analysis,
renderings, models, plans, reports, and other deliverables (Project Instruments), in any
form whatsoever and in any medium expressed, for purposes of constructing, using,
maintaining, altering and adding to the project, provided that the CITY substantiall y
performs its obligations under the AGREEMENT. The license granted hereunder
permits the CITY and third parties reasonably authorized by the CITY to reproduce
applicable portions of the Project Instruments for use in performing the Services or
construction for the project. In addition, the license granted hereunder shall permit the
CITY and third parties reasonably authorized by the CITY to reproduce and use the
Project Instruments for similar projects, provided however, in such event the SERVICE
PROVIDER shall not be held responsible for the design to the extent the CITY deviates
from the Project Instruments. This license shall survive termination of the
AGREEMENT by default or otherwise.
b. Upon payment of each invoice, associated Project Instruments rendered by the
SERVICE PROVIDER shall become the CITY’s property. The SERVICE PROVIDER
shall provide the CITY with the Project Instruments in electronic format in a mutually
agreed upon file ty pe.
12. CITY Project Manager. The CITY will designate, before commencement of the Services, the
CITY Project Manager who will make, within the scope of their 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 Project Manager.
The initial CITY Project Manager for this AGREEMENT is [Enter Name] and c an be reached
at [Enter Email] or [Enter Phone]. The CITY Project Manager is subject to change by the
CITY.
13. Project Status Report. Project status reports may be required by Exhibit A – Scope of
Services and shall be submitted to the CITY Project Manager. Failure to provide any
required status report may result in the suspension of the processing of any invoice.
Official Purchasing Document
Last updated 5/2024
RFP 10067 Signage Manual for Natural Areas Page 20 of 34
14. Independent Contractor. The Services to be performed by the SERVICE PROVIDER are
those of an independent contractor and not of an employee of the CITY. The CITY shall not
be responsible for withholding or remitting any portion of SERVICE PROVIDER's
compensation hereunder or any other amounts on behalf of SERVICE PROVIDER for the
payment of FICA, Workmen's Compensation, unemployment insurance, other taxes or
benefits or for any other purpose.
15. 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.
16. Subcontractors/Subconsultants. SERVICE PROVIDER may not subcontract any of the
Services without the prior written consent of the CITY, which shall not be unreasonably
withheld. If any of the Services are 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.
The SERVICE PROVIDER shall require all subcontractor/subconsultants performing
Service(s) hereunder to maintain insurance coverage naming the CITY as an additional
insured under this AGREEMENT in accordance with Exhibit C. The SERVICE PROVIDER
shall maintain a copy of each subcontractor’s/subconsultant’s certificate evidencing the
required insurance. Upon request, the SERVICE PROVIDER shall provide the CITY with a
copy of the certificate(s) within two (2) business days.
The SERVICE PROVIDER shall be responsible for any liability directly or indirectly arising
out of the Services performed under this AGREEMENT by a subcontractor/subconsultant,
which liability is not covered by the subcontractor/subconsultant's insurance.
17. Acceptance Not Waiver. The CITY's approval of Project Instruments furnished hereunder
shall not in any way relieve the SERVICE PROVIDER of responsibility for the quality or
technical accuracy of the Services. 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.
Official Purchasing Document
Last updated 5/2024
RFP 10067 Signage Manual for Natural Areas Page 21 of 34
18. Warranty.
a. SERVICE PROVIDER warrants that all Services performed hereunder shall be
performed with the highest degree of competence and care in accordance with accepted
standards for Services of a similar nature.
19. 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, that party may be declared in default upon notice.
20. Remedies. In the event a party has been declared in default, that defaulting party shall be
allowed a period of ten (10) calendar days from the date of notice 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.
In the event of a dispute between the parties regarding this AGREEMENT, each party shall
bear its own attorney fees and costs, except as provided for in the Indemnification and
Technology Accessibility sections.
21. Entire Agreement; Binding Effect; 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 the matter recited herein. This AGREEMENT
supersedes any prior agreements, promises, or understandings as to the matter recited
herein. The AGREEMENT 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 attac hment, 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.
22. Law/Severability. The laws of the State of Colorado and the City of Fort Collins Charter and
Municipal Code shall govern the construction, interpretation, execution, and enforcement of
this AGREEMENT—without regard to choice of law or conflict of law principles. 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 U.S. District Court for the District of Colorado. In the event any provision of this
AGREEMENT shall be held invalid or unenforceable by any court of competent jurisdiction,
that holding shall not invalidate or render unenforceable any other provision of this
AGREEMENT.
Official Purchasing Document
Last updated 5/2024
RFP 10067 Signage Manual for Natural Areas Page 22 of 34
23. Use by Other Agencies. The CITY reserves the right to allow other state and local
governmental agencies, political subdivisions, and/or school districts (collectively Agency)
to use the CITY’s award determination to the SERVICE PROVIDER. Use by any other
Agency shall not have a negative impact on the CITY 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 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 Services to be completed for the CITY.
24. Prohibition Against Unlawful Discrimination. The SERVICE PROVIDER acknowledges that
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); C.R.S. § 24-34-401, and any associated State or
Federal laws and regulations 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. Pursuant to CITY
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 SERVICE PROVIDER shall 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.
25. ADA and Public Accommodations. In performing the Services required hereunder, the
SERVICE PROVIDER agrees to meet all requirements in support of the City’s work to
comply with both the Colorado and federal laws and regulations pertaining to digital
accessibility including both the Americans with Disabilities Act of 1990, C.R.S. § 24-85-101
and Colorado House Bill HB21-1110, and all applicable rules and regulations (ADA), and all
applicable Colorado public accommodation laws, which are imposed directly on the
SERVICE PROVIDER or which would be imposed on the CITY as a public entity.
26. Technology Accessibility . The SERVICE PROVIDER represents that the Project
Instruments hereunder, shall fully comply with all applicable provisions of C.R.S. §
24-85-101, and the Accessibility Standards for Individuals with a Disability, as established
by the State of Colorado Governor’s Office of Information Technology (OIT) pursuant to
C.R.S. § 24-85-103 (2.5), including all updates and amendments to those standards as
provided by the OIT. The SERVICE PROVIDER shall also comply with all State of Colorado
Official Purchasing Document
Last updated 5/2024
RFP 10067 Signage Manual for Natural Areas Page 23 of 34
technology standards related to technology accessibility and with Level AA of the most
current version of the Web Content Accessibility Guidelines (WCAG), incorporated in the
State of Colorado technology standards.
To confirm that the Project Instruments meet these standards, the SERVICE PROVIDER
may be required to demonstrate compliance. The SERVICE PROVIDER shall indemnify,
save, and hold harmless the CITY against any and all costs, expenses, claims, damages,
liability, court awards and other amounts (including attorneys’ fees and related costs)
incurred by the CITY in relation to the SERVICE PROVIDER’s failure to comply with C.R.S.
§ 24-85-101, or the Accessibility Standards for Individuals with a Disability as established
by OIT pursuant to C.R.S. § 24-85-103 (2.5).
The CITY may require the SERVICE PROVIDER’s compliance to the State’s Accessibility
Standards to be determined by a third party selected by the CITY to attest to the Project
Instruments and software compliance with C.R.S. § 24-85-101, and the Accessibility
Standards for Individuals with a Disability as established by OIT pursuant to C.R.S. §
24-85-103 (2.5).
27. Data Privacy. SERVICE PROVIDER will comply with all applicable data privacy regulations
and laws, specifically including Colorado’s Privacy Act, C.R.S § 6-1-1301 (the Privacy Act).
SERVICE PROVIDER shall ensure that each person processing any personal data
connected to the Services is subject to a duty of confidentiality with respect to the data. If
applicable, SERVICE PROVIDER shall require that any subcontractors meet the obligations
of SERVICE PROVIDER with respect to any personal data connected to this AGREEMENT.
The Parties agree that upon termination of the Services that SERVICE PROVIDER shall, at
the CITY’s choice, delete or return all personal data to the CITY unless retention of the
personal data is required by law. SERVICE PROVIDER shall make available to the CITY all
information necessary to demonstrate compliance with the obligations of the Privacy Act.
SERVICE PROVIDER shall allow for, and contribute to, reasonable audits and inspections
by the CITY or the CITY’s designated auditor.
28. 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 Governm ental Immunity Act, C.R.S. § 24-10-101, and under any other applicable
law.
29. Colorado Open Records Act. The SERVICE PROVIDER acknowledges the CITY is a
governmental entity subject to the Colorado Open Records Act, C.R.S. § 24-72-201
(CORA), and documents in the CITY’s possession may be considered public records subject
to disclosure under the CORA.
30. Delay . Time is of the essence. Subject to Force Majeure , if the SERVICE PROVIDER is
temporarily delayed in whole or in part from performing its obligations, then the SERVICE
PROVIDER shall provide written notice to the CITY within two (2) business days defining
the nature of the delay. Provision of written notice under this Section shall not operate as a
Official Purchasing Document
Last updated 5/2024
RFP 10067 Signage Manual for Natural Areas Page 24 of 34
waiver of any rights or benefits provided to the CITY under this AGREEMENT.
31. 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
party that 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 affected 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 notice to the CITY of such
condition within ten (10) calendar days from the onset of such condition.
32. Special Provisions. Special provisions or conditions relating to the Services to be performed
pursuant to this AGREEMENT are set forth in Exhibit D – Creative Service Provider
Supplement, consisting of two (2) pages; and Exhibit E - Confidentiality, consisting of four
(4) pages, incorporated herein.
33. Order of Precedence. In the event of a conflict or inconsistency within this AGREEMENT,
the conflict or inconsistency shall be resolved by giving preference to the documents in the
following order of priority:
a. The body of this AGREEMENT (and any written amendment),
b. Exhibits to this AGREEMENT, and
c. The Purchase Order document.
34. Prohibited Terms. Nothing in any Exhibit or other attachment shall be construed as a waiver
of any provision above. Any terms included in any Exhibit or other attachment that requires
the CITY to indemnify or hold SERVICE PROVIDER harmless; requires the CITY to agree
to binding arbitration; limits SERVICE PROVIDER’s liability; or that conflicts with statute,
City Charter or City Code in any way, shall be void.
[Signature Page Follows]
Official Purchasing Document
Last updated 5/2024
RFP 10067 Signage Manual for Natural Areas Page 25 of 34
THE CITY OF FORT COLLINS, COLORADO
By:
Gerry Paul, Purchasing Director
Date:
ATTEST:
APPROVED AS TO FORM:
SERVICE PROVIDER
By:
Printed:
Title:
Date:
Official Purchasing Document
Last updated 5/2024
RFP 10067 Signage Manual for Natural Areas Page 26 of 34
EXHIBIT A
SCOPE OF SERVICES
Official Purchasing Document
Last updated 5/2024
RFP 10067 Signage Manual for Natural Areas Page 27 of 34
EXHIBIT B
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.
Official Purchasing Document
Last updated 5/2024
RFP 10067 Signage Manual for Natural Areas Page 28 of 34
EXHIBIT C
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, 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
Worker’s Compensation and Employer’s Liability insurance 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 General 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
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 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.
Official Purchasing Document
Last updated 5/2024
RFP 10067 Signage Manual for Natural Areas Page 29 of 34
EXHIBIT D
CREATIVE SERVICE PROVIDER SUPPLEMENT
A. Publication Approval
Service Provider shall not, without the express written approval of the City’s Communications
and Public Involvement Office, publish or otherwise publicly distribute any Content provided under this Agreement, including without limitation any image, video or design, subject to
Service Provider’s portfolio license provided below. City’s Communications and Public
Involvement Office may deny publication or any other public distribution of Content in its
discretion, including based on its aesthetic or artistic judgment. The designated representative
of the City’s Communications and Public Involvement Office for purposes of this Exhibit shall
be [INSERT NAME] or their successor, as designated by the Director of the City’s
Communications and Public Involvement Office.
B. Content Specifications
Service Provider shall provide to City Content in the highest resolution quality for platform(s)
for which it will be used, unless otherwise specified here: [INSERT ANY ADDITIONAL
SPECIFICATIONS]
C. Fonts
The City of Fort Collins owns specific fonts subject to copyright laws and which may only be
used in campaigns associated with the City brand. The City will supply these fonts to Service
Provider when determined necessary by the City. However supplied, lic ensed fonts cannot be
used for commercial work outside the scope of the services required by this Agreement or for
personal use.
D. Brand and Accessibility Standards and Training
The City has standards relating to City branding, which will be supplied by City to Service
Provider. Service Provider shall adhere to the branding standards in performing the services
required by this Agreement.
The City requires that Content furnished under this Agreement must be accessible to and usable by individuals with disabilities, consistent with federal and state laws. Service Provider
will be considered to satisfy the accessibility requirement if it meets the functional performance
criteria specified in Web Content Accessibility Guidelines (WCAG) 2.1 Level A and AA
Success Criteria (2018). Service Provider shall maintain and retain full documentation of
measures taken to ensure compliance with the accessibility criteria, including tests and
simulations conducted. Service Provider agrees to remediate (repair or replace) non-
compliant Content at no additional cost to the City.
Service Provider shall complete the City’s training on the City’s branding and accessibility
standards to the City’s satisfaction within fifteen (15) days after execution of this Agreement
but need not complete the training more frequently than annually while under contract with
the City for image, video or design services. The training can be accessed here:
https://survey.alchemer.com/s3/7515392/3rd-Party-Creative-Vendor-Brand-ADA-Quiz
E. Assignment of Copyright
Service Provider hereby assigns, transfers, and conveys to the City all right, title and interest
in and to the Content created under this Agreement together with the copyright therein and
the right to secure copyright registration therefore, in accordance with Sections 101, 204, and
205 of Title 17 of the United States Code, the Copyright Law of the United States. This assignment, transfer and conveyance includes, without limitation, any and all features,
sections, and components of the Content, any and all works derived therefrom, the United
Official Purchasing Document
Last updated 5/2024
RFP 10067 Signage Manual for Natural Areas Page 30 of 34
States and worldwide copyrights therein, and any renewals or extensions thereof, and any
and all other rights that the Service Provider now has or to which the Service Provider may
become entitled under existing or subsequently enacted federal, state, or f oreign laws,
including, but not limited to the following rights: to reproduce, publish, and display the Content
publicly, to prepare derivative works of and from the Content, to combine the Content with
other materials, and to otherwise exploit and control the use of the Content. The City need
not credit Service Provider for the Content in any way, including through the use of watermarks
or Service Provider logos placed included in or on the Content.
The City assigns Service Provider a revocable license to use the Content in Service Provider’s
portfolio to document Service Provider’s prior work, provided that Service Provider may not
use the Content for any other purpose including any commercial purpose.
F. Rights under the Visual Artists’ Rights Act
To the extent the uses or removal of the Content under this Agreement affect any rights Service Provider may have under the provisions of federal or state law, including the 1990
Visual Artists’ Rights Act, the Service Provider hereby knowingly waives any rights of
preservation of the Service Provider provided by those laws.
G. Indemnification Relating to Intellectual Property
In addition to any other indemnification requirement provided under this Agreement, 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 infringement of copyright or other intellectual property
relating to the provision of Content to the City by the Service Provider or the City’s use of the
Content. Such indemnification shall not apply to any Content developed by the City and/or provided by the City to the Service Provider for the completion of services under this
Agreement.
Official Purchasing Document
Last updated 5/2024
RFP 10067 Signage Manual for Natural Areas Page 31 of 34
EXHIBIT E
CONFIDENTIALITY
IN CONNECTION WITH THE SERVICES to be provided by SERVICE PROVIDER under
this AGREEMENT, the parties agree to comply with reasonable policies and procedures with
regard to the exchange and handling of confidential information and other sensitive materials
between the parties, as set forth below.
1. Definitions.
For purposes of this AGREEMENT, the party who owns the referenced information and is
disclosing same shall be referenced as the “Disclosing Party.” The party receiving the
Disclosing Party’s information shall be referenced as the “Receiving Party.”
2. Confidential Information.
Confidential Information controlled by this AGREEMENT refers to information that is not public
and/or is proprietary, including but not limited to location information, network security system,
business plans, formulae, processes, intellectual property, trade secrets, designs,
photographs, plans, drawings, schematics, methods, specifications, samples, reports,
mechanical and electronic design drawings, customer lists, financial information, studies,
findings, inventions, ideas, CITY customer identifiable information (including account,
address, billing, consumption, contact, and other customer data), utility metering data, service
billing records, customer equipment information.
To the extent practical, Confidential Information shall be marked “Confidential” or
“Proprietary.” Nevertheless, SERVICE PROVIDER shall treat as Confidential Information all
customer identifiable information in any form, whether or not bearing a mark of confidentiality
or otherwise requested by the CITY, including but not limited to the non-exclusive list of
Confidential Information above. In the case of disclosure in non-documentary form of non-
customer identifiable information, made orally or by visual inspection, the Disclosing Party shall have the right, or, if requested by the Receiving Party, the obligation to confirm in writing
the fact and general nature of each disclosure within a reasonable time after it is made in
order that it is treated as Confidential Information. Any information disclosed to the other party
before the execution of this AGREEMENT and related to the services for which SERVICE
PROVIDER has been engaged shall be considered in the same manner and be subject to the
same treatment as the information disclosed after the execution of this AGREEMENT with
regard to protecting it as Confidential Information.
3. Use of Confidential Information.
Receiving Party hereby agrees that it shall use the Confidential Information solely for the
purpose of performing its obligations under this AGREEMENT and not in any way detrimental
to Disclosing Party. Receiving Party agrees to use the same degree of care Receiving Party
uses with respect to its own proprietary or confidential information, which in any event shall
result in a reasonable standard of care to prevent unauthorized use or disclosure of the
Confidential Information. Except as otherwise provided herein, Receiving Party shall keep
confidential and not disclose the Confidential Information. The CITY and SERVICE
PROVIDER shall cause each of their directors, officers, employees, agents, representatives,
and subcontractors to become familiar with, and abide by, the terms of this Exhibit, which shall
survive this AGREEMENT as an on-going obligation of the Parties.
SERVICE PROVIDER shall not use such information to obtain any economic or other benefit
for itself, or any third party, other than in the performance of obligations under this
Official Purchasing Document
Last updated 5/2024
RFP 10067 Signage Manual for Natural Areas Page 32 of 34
AGREEMENT.
4. Exclusions from Definition.
The term “Confidential Information” as used herein does not include any data or information
which is already known to the Receiving Party or which before being divulged by the
Disclosing Party : (a) was generally known to the public through no wrongful act of the
Receiving Party; (b) has been rightfully received by the Receiving Party from a third party
without restriction on disclosure and without, to the knowledge of the Receiving Party, a
breach of an obligation of confidentiality; (c) has been approved f or release by a written
authorization by the other party hereto; or (d) has been disclosed pursuant to a requirement
of a governmental agency or by operation of law, subject to Paragraph 5 below.
5. Required Disclosure.
Notwithstanding Paragraph 4(d) above, if the Receiving Party receives a request (by
interrogatories, requests for information or documents, subpoena, civil investigative demand
or similar process, or by federal, state, or local law, including without limitation, the Colorado
Open Records Act) to disclose any Confidential Information, the Parties agree the Receiving
Party will provide the Disclosing Party with immediate notice of such request, so the Disclosing
Party may seek an appropriate protective order before disclosure or waive the Receiving
Party’s compliance with this Exhibit.
The Receiving Party shall furnish a copy of this Exhibit with any disclosure.
Notwithstanding this Paragraph 5, Receiving Party shall not disclose Confidential Information
to any person, directly or indirectly, nor use it in any way, except as required by law or
authorized in writing by Disclosing Party.
6. Red Flags Rules.
If applicable, SERVICE PROVIDER must implement reasonable policies and procedures to
detect, prevent and mitigate the risk of identity theft in compliance with the Identity Theft Red Flags Rules found at 16 Code of Federal Regulations part 681. Further, SERVICE
PROVIDER must take appropriate steps to mitigate identity theft if it occurs with any of the
CITY’s covered information and must notify the CITY in writing within twenty -four (24) hours
of discovery of any breaches of security or Red Flags to the CITY.
7. Data Protection and Data Security.
SERVICE PROVIDER shall have in place information security safeguards designed to
conform to or exceed industry best practices regarding the protection of the confidentiality,
integrity and availability of Confidential Information and shall have written agreements requiring any subcontractor to meet those standards. These information security safeguards
(the “Information Security Program”) shall be materially consistent with, or more stringent than,
the safeguards described in this Exhibit.
(a) SERVICE PROVIDER’s information security safeguards shall address the following
elements:
• Data Storage, Backups and Disposal
• Logical Access Control (e.g., Role-Based)
• Information Classification and Handling
Official Purchasing Document
Last updated 5/2024
RFP 10067 Signage Manual for Natural Areas Page 33 of 34
• Secure Data Transfer (SFTP and Data Transfer Specification)
• Secure Web Communications
• Network and Security Monitoring
• Application Development Security
• Application Security Controls and Procedures (User Authentication, Security
Controls, and Security Procedures, Policies and Logging)
• Incident Response
• Vulnerability Assessments
• Hosted Services
• Personnel Security
(b) Subcontractors. SERVICE PROVIDER may use subcontractors, though such activity shall
not release or absolve SERVICE PROVIDER from the obligation to satisfy all conditions
of this AGREEMENT, including the data security measures described in this Exhibit, and
to require a substantially similar level of data security, appropriate to the types of services
provided and Confidential Information received, for any subcontractor SERVICE
PROVIDER may use. Accordingly, any release of data, confidential information, or failure
to protect information under this AGREEMENT by a subcontractor or affiliated party shall be attributed to SERVICE PROVIDER and may be considered to be a material breach of
this AGREEMENT.
8. Information Storage. Confidential Information is not to be stored on any local workstation,
laptop, or media such as CD/DVD, USB drives, external hard drives or other similar portable
devices unless the SERVICE PROVIDER can ensure security for the Confidential Information
so stored. Workstations or laptops to be used in the Services will be required to have personal
firewalls on each, as well as have current, active anti-virus definitions.
9. Continuing Obligation. The agreement not to disclose Confidential Information as set forth in this Exhibit shall apply during the term of the Services and or AGREEMENT and at any time
thereafter unless specifically authorized by the CITY in writing.
10. Termination Remedy. If SERVICE PROVIDER breaches any of the terms of this Exhibit, in
the CITY’s sole discretion, the CITY may immediately terminate this AGREEMENT and
withdraw SERVICE PROVIDER’s right to access Confidential Information.
11. Return of Information. Notwithstanding any other provision of this AGREEMENT to provide
Project Instruments and work product, all material, i.e., various physical forms of media in which Confidential Information is stored, including but not limited to writings, drawings, tapes,
diskettes, prototypes or products, shall remain the sole property of the Disclosing Party and,
upon request, shall be promptly returned, together with all copies thereof to the Disclosing
Party. Upon return of such materials, all digital and electronic data shall also be deleted in a
non-restorable way by which it is no longer available to the Receiving Party. Upon Disclosing
Party’s request, written verification of the deletion (including date of deletion) is to be provided
to the Disclosing Party within ten (10) days after completion of engagement, whether it be via
termination, completion or otherwise.
12. Injunctive Relief. SERVICE PROVIDER Receiving Party acknowledges that the Disclosing
Official Purchasing Document
Last updated 5/2024
RFP 10067 Signage Manual for Natural Areas Page 34 of 34
Party may, based upon the representations made in this AGREEMENT, disclose security
information that is critical to the continued success of the Discloser’s business. Accordingly,
Receiving Party agrees that the Disclosing Party does not have an adequate remedy at law
for breach of this AGREEMENT and therefore, the Disclosing Party shall be entitled, as a non-
exclusive remedy, and in addition to an action f or damages, to seek and obtain an injunction
or decree of specific performance or any other remedy, from a court of competent jurisdiction
to enjoin or remedy any violation of this AGREEMENT.