HomeMy WebLinkAboutRFP - P1062 MAP BROCHURE DESIGN SERVICES (3)e13TT fi� t? aF.p.y e t a A 2�l 4
REQUEST FOR PROPOSAL
P1062 Map/Brochure Design Services -Natural Areas
City of Fort Collins
The City of Fort Collins (City) is requesting proposals for the planning, design, and layout of a
map/brochure that will show all City of Fort Collins natural areas and may include other nearby
publicly -owned properties (e.g., County and State recreation areas). Text written by Natural Areas
staff will also be incorporated. Vendor may be asked to assist City with selection of printer and/or
coordinate production.
Written proposals, four (4) copies, will be received at the City of Fort Collins' Purchasing Division,
215 North Mason St., 2nd Floor, Fort Collins, Colorado 80521. Proposals will be received before 3:00
p.m. (our clock), February 26, 2007. Reference Proposal Number P1062. If delivered, they are to be
sent to 215 North Mason Street, 2"d Floor, and 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: Zoe Shark, Natural Areas
Education and Volunteer Coordinator, phone: (970) 416-2480, e-mail: zshark@fcgov.com
Questions regarding proposal submittal or process should be directed to: David Carey, CPPB, Buyer,
phone: (970) 416-2191, e-mail: dcarey@fcgov.com
A copy of the Proposal may be obtained as follows:
1. Download the Proposal/Bid from the BuySpeed Webpage,
hftps:Hsecure2.fcqov.com/bso/login.osp
2. Come by Purchasing at 215 North Mason St., 2"d 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,
�Vkn nas B. O'Neill II, CPPO, FNIGP
r of Purchasing & Risk Management
215 North Mason Street - 2"" Floor 0 P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 0 Fax (970) 221-6707 www.fcaov.com
13. 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 shall be
liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees and
costs incurred because of the default.
14. Bindinq 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 representatives, successors and assigns of said parties.
15. Indemnity/Insurance. a. The Service Provider agrees to indemnify and save
harmless the City, its officers, agents and employees against and from any and all actions,
suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to
or death of any person or persons, or damages to property arising out of, result from or
occurring in connection with the performance of any service hereunder.
b. The Service Provider shall take all necessary precautions in performing the work
hereunder to prevent injury to persons and property.
c. Without limiting any of the Service Provider's obligations hereunder, the Service
Provider shall provide and maintain insurance coverage naming the City as an additional
insured under this Agreement of the type and with the limits specified within Exhibit ,
consisting of ( ) pages[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, P. O. Box 580 Fort Collins, Colorado
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80522 one copy of a certificate evidencing the insurance coverage required from an insurance
company acceptable to the City.
16. 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.
17. Law/Severability. The laws of the State of Colorado shall govern the construction
interpretation, execution and enforcement of this Agreement. 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.
18. Prohibition Against Employing Illegal Aliens. This paragraph shall apply to all
Contractors whose performance of work under this Agreement does not involve the delivery of a
specific end product other than reports that are merely incidental to the performance of said
work. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Contractor represents and agrees that:
A. As of the date of this Agreement:
1. Contractor does not knowingly employ or contract with an illegal alien; and
2. Contractor has participated or attempted to participate in the basic pilot
employment verification program created in Public Law 208, 104th
Congress, as amended, and expanded in Public Law 156, 108th
Congress, as amended, administered by the United States Department of
Homeland Security (the "Basic Pilot Program") in order to verify that
Contractor does not employ any illegal aliens.
B. Contractor shall not knowingly employ or contract with an illegal alien to
perform works under this Agreement or enter into a contract with a
subcontractor that fails to certify to Contractor that the subcontractor shall not
knowingly employ or contract with an illegal alien to perform work under this
Agreement.
C. Contractor shall continue to apply to participate in the Basic Pilot Program and
shall in writing verify same every three (3) calendar months thereafter, until
Contractor is accepted or the public contract for services has been completed,
whichever is earlier. The requirements of this section shall not be required or
effective if the Basic Pilot Program is discontinued.
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D. Contractor is prohibited from using Basic Pilot Program procedures to
undertake pre -employment screening of job applicants while this Agreement is
being performed.
E. If Contractor obtains actual knowledge that a subcontractor performing work
under this Agreement knowingly employs or contracts with an illegal alien,
Contractor shall:
1. Notify such subcontractor and the City within three days that Contractor
has actual knowledge that the subcontractor is employing or contracting
with an illegal alien; and
2. Terminate the subcontract with the subcontractor if within three days of
receiving the notice required pursuant to this section the subcontractor
does not cease employing or contracting with the illegal alien; except that
Contractor shall not terminate the contract with the subcontractor if during
such three days the subcontractor provides information to establish that
the subcontractor has not knowingly employed or contracted with an illegal
alien.
F. Contractor shall comply with any reasonable request by the Colorado
Department of Labor and Employment (the "Department") made in the course
of an investigation that the Department undertakes or is undertaking pursuant
to the authority established in Subsection 8-17.5-102 (5), C.R.S.
G. If Contractor violates any provision of this Agreement pertaining to the duties
imposed by Subsection B-17.5-102, C.R.S. the City may terminate this
Agreement. If this Agreement is so terminated, Contractor shall be liable for
actual and consequential damages to the City arising out of Contractor's
violation of Subsection 8-17.5-102, C.R.S.
H. The City will notify the Office of the Secretary of State if Contractor violates
this provision of this Agreement and the City terminates the Agreement for
such breach.
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ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
CITY OF FORT COLLINS, COLORADO
a municipal corporation
By:
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing and Risk Management
Date:
By:
❑ TI�►It7�UXAiN
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
ATTEST: (Corporate Seal)
CORPORATE SECRETARY
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EXHIBIT B
INSURANCE REQUIREMENTS
1. 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, and
containing substantially the following statement:
"The insurance evidenced by this Certificate will not be cancelled or materially altered,
except after ten (10) days written notice has been received by the City of Fort Collins."
In case of the breach of any provision of the Insurance Requirements, the City, at its option,
may take out and maintain, at the expense of the Service Provider, such insurance as the City
may deem proper and may deduct the cost of such insurance from any monies which may be
due or become due the Service Provider under this Agreement. 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 for any claims arising out of work performed under
this Agreement.
2. Insurance coverages shall be as follows:
A. Workers' Compensation & Employer's Liability. The Service Provider shall
maintain during the life of this Agreement for all of the Service Provider's employees
engaged in work performed under this agreement:
Workers' Compensation insurance with statutory limits as required by
Colorado law.
2. Employer's Liability insurance with limits of $100,000 per accident,
$500,000 disease aggregate, and $100,000 disease each employee.
B. Commercial General & Vehicle Liability. The Service Provider shall maintain
during the life of this Agreement such commercial general liability and 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 each coverage,
Commercial General and Vehicle, shall not be less than $500,000 combined single limits
for bodily injury and property damage.
In the event any work is performed by a subcontractor, the Service Provider shall be
responsible for any liability directly or indirectly arising out of the work performed under
this Agreement by a subcontractor, which liability is not covered by the subcontractor's
insurance.
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CITY OF FORT COLLINS
REQUEST FOR PROPOSAL
P1062 Map/Brochure Design Services -Natural Areas
I. BACKGROUND
The City of Fort Collins Natural Areas Program is requesting proposals for the planning, design,
and layout of a map/brochure. The map/brochure will show all City of Fort Collins Natural Areas
and may include other nearby publicly -owned properties (e.g., County and State recreation
areas). Text written by Natural Areas staff will also be incorporated. The audience for the
map/brochure is natural areas visitors of all abilities; however some information of interest to
outdoor enthusiasts, such as mountain bikers, hikers, equestrians, or anglers will be included.
The purpose of the map/brochure is to provide practical orientation information and also serve as
an outreach tool.
The City of Fort Collins Natural Areas Program has conserved over 36,000 acres locally and
regionally. With several regional properties and an increased focus on welcoming visitors,
providing unique experiences and stewardship, our previous map/brochure (entitled "Nature Next
Door") is out of date. The Natural Areas Program anticipates that the map/brochure will be a
signature brochure, providing information about recreation at natural areas and serve as a
marketing tool.
II. OBJECTIVES
The map/brochure must use Natural Areas Program Visual Identity Guidelines and provide:
A. Basic orientation information (e.g., location and boundaries of local and regional natural
areas, access points, trails, restrooms, bodies of water) provided by the City and other
participating agencies.
B. Information for more advanced natural area visitors (e.g., trail difficulty rating, trail
mileage, trail type [soft surface or paved], shaded relief or topographic contour lines,
land ownership). More advanced information must be incorporated in a way that does
not overwhelm less experienced visitors. Some of this will be provided by the City and
participating agencies, other information will be obtained by the vendor through
research.
C. Recreation information in table/chart form (e.g., what activities are available at each site,
accessibility, fees) provided by the City and other participating agencies.
D. Regulations, trail etiquette, safety information. This will be provided by the City.
E. Contact information for the Natural Areas Program and potentially for other land
management agencies, provided by the City and other participating agencies.
F. Text emphasizing welcoming visitors, quality experiences, stewardship provided by the
City.
G. Graphics (e.g. photograph for front, trail yield icon, illustrations, natural areas logo).
Some will be provided by the City and participating agencies, others may need to be
obtained by the vendor. Must comply with all copyright and license requirements.
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III. PROJECT PLANNING AND IMPLEMENTATION
Natural Areas Program personnel have reviewed a variety of different open space maps and
brochures, but have not determined exactly which product is preferable.
The successful vendor will:
A. Have an initial meeting with the review team and view examples of maps that have
desirable and undesirable components.
B. Develop the map brochure based on this Request for Proposal (RFP) and the initial
meeting.
C. Obtain electronic Geographic Information System (GIS) layers, or other forms of map
information necessary, from the City of Fort Collins and other public land managers as
needed.
D. Create the map/brochure.
E. Take review team feedback and incorporate comments, or make suggested changes.
For efficiency, the goal is to have no more than three (3) drafts, but the vendor will
submit drafts until the review team is satisfied with the product.
F. Research and present paper options and recommendations based on anticipated use of
the product and budget.
G. Assist with selection of printer and/or coordinate production of final map/brochure, at the
option of the City.
H. Archive the map brochure and provide support to the City (e.g. by providing electronic
files or other necessary information) for update of the map for ten (10) years.
The City will:
A. Provide text and information for certain components of the map/brochure.
B. Facilitate the review, development and production process.
IV. SPECIFICATIONS -PRELIMINARY
The map/brochure is anticipated to be:
Flat size: 22" x 17 (flat), or larger
Print: 4 color process with soy inks on both sides
Stock: 70# Recycled Stock
Folded Size: either 3-5/8" x 8-1/2" or 4-1/4" x 5-1/2" (based on 22" x 17 flat size)
Initial Quantity: 5,000-10,000
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V. BUDGET
The budget for the map project is $5,000 - $25,000 (including printing).
It is the desire of the Natural Areas Program to receive creative recommendations at the low and
high ends of the budget.
VI. TIMETABLE
February, 2007- RFP selection process
Early March - Meet with selected vendor to further develop expectations
Late March - First draft submitted to review team
April - Second draft submitted to review team
May - Final draft, produce/print map
June - Map/brochure is ready for distribution
This timetable is subject to change.
VII. PROPOSAL REQUIREMENTS
Vendor's response to this RFP must include the following:
A. Name, mailing and email addresses, and telephone number of responding organization,
and primary contact.
B. Qualifications of organization and assigned personnel.
C. Related experience.
D. Availability.
E. Hourly rate and maximum fee, including time and reimbursable direct costs.
F. References.
The City reserves the right to refuse any proposal that does not include these requirements.
VIII. MISCELLANEOUS
The City expects to enter into a written Services Agreement ("Agreement") with the chosen
vendor that shall incorporate this RFP and their proposal. The anticipated terms and conditions
of the Agreement are set forth in the attached document. However, the City may include
additional terms and conditions in the Agreement as deemed necessary.
The City assumes no responsibility or liability for any costs vendor may incur in responding to
this RFP; including proposal samples, interview travel expenses or negotiations.
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IX. REVIEW AND ASSESSMENT
The City of Fort Collins reserves the right to select a vendor for this project on the basis of
written proposals submitted only.
Written proposals will be reviewed against the following criteria. Interviews will be rated using
the same criteria.
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
QUALIFICATION
STANDARD
FACTOR
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
Do the proposed cost and work hours compare
Work Hours
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?
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X. 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?
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SERVICES AGREEMENT
THIS AGREEMENT made and entered into the day and year set forth below by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter
referred to as the "City" and , hereinafter referred to as "Service Provider".
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed
by and between the parties hereto as follows:
1. Scope of Services. The Service Provider agrees to provide services in
accordance with the scope of services attached hereto as Exhibit "A", consisting of
( ) page and incorporated herein by this reference.
2. The Work Schedule. The services to be performed pursuant to this Agreement
shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B",
consisting of ( ) page, and incorporated herein by this reference.
3. Contract Period. This Agreement shall commence , and shall continue in
full force and effect until , 200 , 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
ninety (90) days prior to contract end.
4. Delay. If either party is prevented in whole or in part from performing its
obligations by unforeseeable causes beyond its reasonable control and without its fault or
negligence, then the party so prevented shall be excused from whatever performance is
prevented by such cause. To the extent that the performance is actually prevented, the Service
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Provider must provide written notice to the City of such condition within fifteen (15) days from
the onset of such condition.
5. Early Termination by City/Notice. Notwithstanding the time periods contained
herein, the City may terminate this Agreement at any time without cause by providing written
notice of termination to the Service Provider. Such notice shall be delivered at least 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 addresses:
City:
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. Such payment shall be the Service Provider's sole
right and remedy for such termination.
6. Contract Sum. The City shall pay the Service provider for the performance of this
Contract, subject to additions and deletions provided herein, per the attached Exhibit "C",
consisting of ( ) page(s), and incorporated herein by this reference.
7. City Representative. The City will designate, prior to commencement of the
work, its representative who shall make, within the scope of his or her authority, all necessary
and proper decisions with reference to the services provided under this agreement. All requests
concerning this agreement shall be directed to the City Representative.
8. Independent Service provider. The services to be performed by Service Provider
are those of an independent service provider and not of an employee of the City of Fort Collins.
The City shall not be responsible for withholding any portion of Service Provider's
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compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or
benefits or for any other purpose.
9. 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.
10. Acceptance Not Waiver. The City's approval or acceptance of, or payment for
any of the services shall not be construed to operate as a waiver of any rights or benefits
provided to the City under this Agreement or cause of action arising out of performance of this
Agreement.
11. 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.
12. 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.
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