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HomeMy WebLinkAboutRFP - P971 ENTRANCE SIGNS FOR NATURAL AREASREQUEST FOR PROPOSAL Proposal Number P-971 ENTRANCE SIGNS FOR NATURAL AREAS The City of Fort Collins is requesting proposals for the fabrication of 15 entrance signs for City- owned natural areas. Written proposals, four (4) will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 3:00 p.m. (our clock), January 10, 2005. Proposal No. P-971. If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Questions concerning the scope of the project should be directed to Project Manager, Sue Kenney, 970-221-6118. Questions regarding proposals submittal or process should be directed to John Stephen, CPPO, Senior Buyer, (970) 221-6777. The City reserves the right to not interview the chosen vendor. A copy of the Proposal may be obtained as follows: 1. Download the Proposal/Bid from the Purchasing Webpage, www.fcgov.com/purchasing. 2. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request a copy of the Bid. 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. Sincerely, James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management REQUEST FOR PROPOSALS CITY OF FORT COLLINS P-971 ENTRANCE SIGNS FOR NATURAL AREAS The City of Fort Collins is requesting proposals for the fabrication of 15 entrance signs for City- owned natural areas. The signs will be located near trails and parking lots. The signs may be subject to vandalism and to extremes of weather including sun and wind-driven debris. The signs will not be artificially lighted. The City will install the signs. NATURAL AREA SIGN SPECIFICATIONS Vendor must make a recommendation for the materials for the signs. All proposals must be accompanied by product sample(s). Materials must be highly resistant to vandalism including graffiti, bullets and rocks. Materials must be warranted against fading, color change, splitting or cracking or any other failure related to weather. Warranty statements must accompany proposals. The City will install the signs, but vendor must provide recommended mounting design and specifications. Proposal does not include mounting or installation materials. Proposal should specify cost per square foot, and cost per sign (see list below) for each proposed material. Sign artwork including design, graphics and layouts for each sign are provided by the City. A three-dimensional appearance is desired. The vendor must communicate with the artist on the file format needed to fabricate the signs. All colors must be true. Art can be provided in digital form (Quark, Illustrator or Photoshop) or hard copy. All artwork is owned by the City of Fort Collins. Original artwork must be returned to the City’s Natural Areas Program. No use of the artwork is permitted unless by written permission from the City of Fort Collins. All artwork and files must be archived indefinitely (no time limit) by the vendor for easy retrieval for replacement signs if necessary. The selected vendor must provide draft proofs as needed, and one final proof before fabrication. The final proof must be specific in scale and color. The City will give written approval on the final proof before fabrication. The City of Fort Collins is not obligated to accept the sign or pay for the sign if written approval is not given prior to fabrication. Pictures of some completed signs are attached. Entrance signs may be also be viewed on site at the following natural areas: • Arapaho Bend, 4486 County Road 7 (west end of Horsetooth Road) • Cattail Chorus (seen from the Poudre River Trail east of Timberline Road) • Cathy Fromme Prairie, 5381 South Shields Street (1/2 mile south of Harmony Road) • Nix, 1745 Hoffman Mill Road • North Shields Pond, 1333 North Shields Street • Riverbend Ponds, 2856 East Prospect Road The selected vendor will fabricate 15 entrance signs as listed below. All the sizes of the signs are approximate unless otherwise noted. 1. Bobcat Ridge – 4’ wide X 4’ tall LUMP SUM $_____________________________ 2. Butterfly Woods - 3' wide X 2' tall LUMP SUM $_____________________________ 3. Fischer – 2’ wide X 3’ tall LUMP SUM $_____________________________ 4. Fossil Creek Wetlands - 5’ wide X 3.5’ tall LUMP SUM $_____________________________ 5. Mallard’s Nest - 2’ wide X 2’ tall LUMP SUM $_____________________________ 6. Prairie Dog Meadow - 30” wide X 18” tall LUMP SUM $_____________________________ 7. Redtail Grove - 4’ wide X 6’ tall LUMP SUM $_____________________________ 8. Redtail Grove - 4’ wide X 6’ tall (mirror image of #7) LUMP SUM $_____________________________ 9. Redwing Marsh – 54” X 30” (exact dimensions) LUMP SUM $_____________________________ 10. Reservoir Ridge - 4’ wide X 3’tall LUMP SUM $_____________________________ 11. River’s Edge - 3’ wide X 4’ tall LUMP SUM $_____________________________ 12. Ross - 2’ wide, 30” tall LUMP SUM $_____________________________ 13. Running Deer - 6’ wide X 4’ tall LUMP SUM $_____________________________ 14. Running Deer - 6’ wide X 4’ tall (mirror image of #13) LUMP SUM $_____________________________ 15. Two Creeks - 3’ wide X 2’ tall LUMP SUM $_____________________________ GRAND TOTAL $______________________________________________________ FIRM NAME __________________________________________________________ SIGNATURE __________________________________________________________ ADDRESS ____________________________________________________________ ______________________________________________________________________ PHONE/FAX # __________________________________________________________ REVIEW AND ASSESSMENT Professional firms will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and interview session. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING FACTOR QUALIFICATION STANDARD 2.0 Scope of Proposal Does the proposal show an understanding of the project objective, methodology to be used and results that are desired from the project? 2.0 Assigned Personnel Do the persons who will be working on the project have the necessary skills? Are sufficient people of the requisite skills assigned to the project? 1.0 Availability 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? 1.0 Motivation Is the firm interested and are they capable of doing the work in the required time frame? 2.0 Cost and Work Hours Do the proposed cost and work hours compare favorably with the project Manager's estimate? Are the work hours presented reasonable for the effort required in each project task or phase? 2.0 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm done previous projects of this type and scope? 6 Reference evaluation (Top Ranked Firm) The project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Professional responsive to client needs; did the Professional anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge a) If a study, did it meet the Scope of Work? b) If Professional administered a construction contract, was the project functional upon completion and did it operate properly? Were problems corrected quickly and effectively? 7 SA WO 10/2004 8 SERVICES AGREEMENT WORK ORDER TYPE 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 ____________________, 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. Services to be Performed. a. This Agreement shall constitute the basic agreement between the parties for services for ________________________. The conditions set forth herein shall apply to all services performed by the Service Provider on behalf of the City and particularly described in Work Orders agreed upon in writing by the parties from time to time. Such Work Orders, a sample of which is attached hereto as Exhibit "A", consisting of ____ (___ ) page[s], and incorporated herein by this reference, shall include a description of the services to be performed, the location and time for performance, the amount of payment, any materials to be supplied by the City and any other special circumstances relating to the performance of services. No workorder shall exceed $_________. The only services authorized under this agreement are those which are performed after receipt of such Work Order, except in emergency circumstances where oral work requests may be issued. Oral requests for emergency actions will be confirmed by issuance of a written Work Order within two (2) working days. SA WO 10/2004 9 b. The City may, at any time during the term of a particular Work Order and without invalidating the Agreement, make changes within the general scope of the particular services assigned and the Service Provider agrees to perform such changed services. 2. Changes in the Work. The City reserves the right to independently bid any services rather than issuing work to the Service Provider pursuant to this Agreement. Nothing within this Agreement shall obligate the City to have any particular service performed by the Service Provider. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated as specified by each written Work Order or oral emergency service request. Oral emergency service requests will be acted upon without waiting for a written Work Order. Time is of the essence. 4. Contract Period. [Option 1] This Agreement shall commence upon the date of execution shown on the signature page of this Agreement and shall continue in full force and effect for one (1) year, unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for an additional period of one (1) year at the rates provided with written notice to the professional mailed no later than 90 days prior to contract end. 4. Contract Period. [Option 2] This Agreement shall commence _____ 199_, and shall continue in full force and effect until _______, 199_, 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 __ (_) additional one year periods. Renewals and pricing changes shall be negotiated by and agreed to by both parties. The Denver Boulder Greeley CPIU published by the Colorado State Planning and Budget Office will be used as a guide. Written notice of renewal shall be provided to the Service Provider and mailed no later than 90 days prior to contract end. SA WO 10/2004 10 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 is 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 fifteen (15) days from the onset of such condition. 6. Early Termination by City/Notices. 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 mailed at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following address: City Service Provider ___________________________ __________________________ ___________________________ __________________________ ___________________________ __________________________ In the event of early termination by the City, the Service Provider shall be paid for services rendered to the termination date, subject only to the satisfactory performance of the Service Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole right and remedy for such termination. 7. Contract Sum. This is an open-end indefinite quantity Agreement with no fixed price. The actual amount of work to be performed will be stated on the individual Work Orders. The City makes no guarantee as to the number of Work Orders that may be issued or the actual amount of services which will in fact be requested. No Work Order of _______ or more shall be issued. SA WO 10/2004 11 8. Payments. a. The City agrees to pay and the Service Provider agrees to accept as full payment for all work done and all materials furnished and for all costs and expenses incurred in performance of the work the sums set forth for the hourly labor rate and material costs, with markups, stated within the Bid Schedule Proposal Form, attached hereto as Exhibit "B", consisting of ____ (___) page[s], and incorporated herein by this reference. b. Payment shall be made by the City only upon acceptance of the work by the City and upon the Service Provider furnishing satisfactory evidence of payment of all wages, taxes, supplies and materials, and other costs incurred in connection with the performance of such work. 9. City Representative. The City's representative will be shown on the specific Work Order and shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the work requested. All requests concerning this Agreement shall be directed to the City Representative. 10. Independent Contractor. It is agreed that in the performance of any services hereunder, the Service Provider is an independent contractor responsible to the City only as to the results to be obtained in the particular work assignment and to the extend that the work shall be done in accordance with the terms, plans and specifications furnished by the City. 11. 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. SA WO 10/2004 12 12. 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 under the Agreement or of any cause of action arising out of the performance of this Agreement. 13. 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 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. 14. 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. 15. 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 himself 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 SA WO 10/2004 13 shall be liable to the non-defaulting party for the non-defaulting party's reasonable attorney fees and costs incurred because of the default. 16. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties 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 representative, successors and assigns of said parties. 17. 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 "D", consisting of _____ (____) page[s], attached hereto and incorporated herein by this reference. The Service Provider before commencing services hereunder, shall deliver to the City's Director of Purchasing and Risk Management, 215 N. Mason, PO Box 580, Fort Collins, Colorado 80522 one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the city. 18. Entire Agreement. This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties. Covenants or representations not contained in this Agreement shall not be binding on the parties. SA WO 10/2004 14 19. Law/Severability. This Agreement shall be governed in all respect by the laws of the State of Colorado. 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. 20. Special Provisions. [Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit ___, consisting of _____ (____) page[s], attached hereto and incorporated herein by this reference. 15 CITY OF FORT COLLINS, COLORADO a municipal corporation By: __________________________________ James B. O'Neill II, CPPO, FNIGP Director of Purchasing and Risk Management Date:_________________________________ ATTEST: ____________________________ City Clerk APPROVED AS TO FORM: ____________________________ Assistant City Attorney [INSERT CORPORATIONS NAME] or [Insert Partnership name] or [Insert individual's name] Doing business as [Insert name of business] By: _________________________________ ______________________________________ PRINT NAME ______________________________________ CORPORATE PRESIDENT OR VICE PRESIDENT Date:_________________________________ ATTEST: (Corporate Seal) ___________________________ CORPORATE SECRETARY 16 EXHIBIT "A" WORK ORDER FORM PURSUANT TO AN AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND ______________________ DATED: _____________ Work Order Number:____________________________________________________________________ Purchase Order Number: ________________________________________________________________ Project Title: _________________________________________________________________________ Commencement Date: _________________________________________________________________ Completion Date: _____________________________________________________________________ Maximum Fee: (time and reimbursable direct costs): _________________________________________ Project Description: ____________________________________________________________________ ____________________________________________________________________________________ Scope of Services: ____________________________________________________________________ ____________________________________________________________________________________ Acceptance _________________________________ User Service Provider agrees to perform the services identified above and on the attached forms in accordance with the terms and conditions contained herein and in the Services Agreement between the parties. In the event of a conflict between or ambiguity in the terms of the Services Agreement and this work order (including the attached forms) the Services Agreement shall control. Service Provider By:______________________________ Date:_________________________________ The attached forms consisting of ____ (_) pages are hereby accepted and incorporated herein by this reference, and Notice to Proceed is hereby given. City of Fort Collins By: _________________________________ Date: _______________________________