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HomeMy WebLinkAboutRFP - P1088 TRANSIT PLANNING SERVICES NFRMPO (3)City of Fort ins REQUEST FOR PROPOSAL P1088 Transit Planning Services-NFRMPO The City of Fort Collins on behalf of the North Front Range Metropolitan Planning Organization (NFRMPO) is accepting written proposals from qualified firms Written proposals, five (5) 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), October 17, 2007 Proposal No P1088 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 Suzette Mallette, (970) 416-2257, email smallette(a�nfrmpo org Questions regarding proposal submittal or process should be directed to David Carey, CPPB, Buyer, (970) 416-2191, email dcarey ot7.fcgov com A copy of the Proposal may be obtained as follows 1 Download the Proposal/Bid from the BuySpeed Webpage, https //secure2 fcgov com/bso/login isp 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 215 Not tit Mason Su ect • 2n" 1 lour ^ 1' 0 [toe 580 • Mort Collins, CO 80522-0580 • (970) 221-6775 • 1 a (970)221-6707 www tcgov com 24 Grant Assurances and Federal Requirements This Agreement involves the expenditure of federal funds, which requires the MPO and Professional at all times during the execution of this Agreement to adhere to and comply with all applicable federal laws and regulations, as they currently exist and may hereafter be amended, which are incorporated herein by this reference as terms and conditions of this Agreement A non -exhaustive list of federal laws and regulations that may be applicable is included below By signing this Agreement, Professional avers that it is his or her responsibility to be aware of the requirements that may be unposed by the following federal laws and regulations, and others not listed, that he or she is aware of any such requirements, and that he or she will comply with all applicable laws and regulations a Laws and regulations prohibiting false claims and statements from being made to the federal government, 31 U S C A § 3801, et se9 , 49 C F R Part 31, and 18 US CA §1001, b Federal privacy law, 5 U S C A§ 552, c Nondiscrimination and equal employment opportunity laws in accordance with Title VI of the Civil Rights Act, 42 US CA § 2000d, § 303 of the Age Discrimination Act of 1975, 42 US CA § 6102, § 202 of the Americans with Disabilities Act of 1990, 42 U S C A § 12132 ("ADA"), and Federal transit law, 49 U S C A §5332, d Mandatory standards and policies relating to energy efficiency that are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act, 42 U S C A § 6201 25 Binding Effect This Agreement, 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 26 Governing Law The laws of the State of Colorado shall govern the construction, interpretation, execution and enforcement of this Agreement 27 Severability In the event any provision of this Agreement shall be held invalid or on by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement THE NORTH FRONT RANGE TRANSPORTATION AND AIR QUALITY PLANNING COUNCIL (MPO) Cliff Davidson, Executive Director PROFESSIONAL M Title STATE OF COLORADO ) ss COUNTY OF ) The foregoing instrument was subscribed, sworn to and acknowledged before me this day of 2005, by [as of ] My commission expires (SEAL) Notary Public 6 EXHIBIT A WORK ORDER FORM PURSUANT TO AN AGREEMENT BETWEEN THE NORTH FRONT RANGE TRANSPORTATION AND AIR QUALITY PLANNING COUNCIL AND DATED Work Order Number Purchase Order Number Project Title Commencement Date Completion Date Maximum Fee (time and reimbursable direct costs) not to exceed Protect Description Scope of Services Acceptance Professional agrees to perform the services identified above and on the attached forms in accordance with the terms and conditions contained herein and in the Professional Services Agreement between the parties In the event of a conflict between or ambiguity in the terms of the Professional Services Agreement and this work order (including the attached forms) the Professional Services Agreement shall control Professional 0 Date User The attached forms consisting of (_) pages are hereby accepted and incorporated herein, by this reference, and Notice to Proceed is hereby given THE NORTH FRONT RANGE TRANSPORTATION AND AIR QUALITY PLANNING COUNCIL 2 Date 7 EXHIBIT B [INSERT COMPENSATION RATES HERE] Request for Proposal P1088 Transit Planning Services - NFPMPO Introduction The North Front Range Metropolitan Planning Organization (NFRMPO) is an organization of fifteen local governments that is responsible for long range transportation planning in the North Front Range Members of the MPO are Fort Collins, Greeley, Loveland, Timnath, Berthoud, Windsor, Johnstown, Milliken, Evans, Garden City, LaSalle, Eaton, Severance, and Weld and Larimer Counties The Colorado Transportation Commission and the State Air Quality Control Commission are also voting members The NFRMPO works on a regional scale that covers approximately 600 square miles The NFRMPO is responsible for long range transportation planning activities throughout Northern Colorado The planning activities for which this Work Order Type Agreement is being issued are those not currently available at the MPO due to lack of expertise or limited resources The time involved to negotiate contracts and request foi proposal individually is so extensive that the MPO is seeking to hire a firm on a Work Order contract Services such as those identified below will be requested on an as needed basis General Information This Request for Proposal is to select a firm and to enter into a Work Order Type Agreement with the NFRMPO to perform transit planning tasks and related work The timing and schedule of these services will be based upon the needs of the NFRMPO Services intended to be included in one or more Work Order(s) may be, but are not limited to • Local and Regional Transit Plans • Regional Transit Management and Structure Plans • Coordination of Public Transit and Human Service Transportation • Concept and Design Studies Evaluation & Award It is the intent of the NFR MPO to select a Professional consulting firm and to enter into a Professional Services (Work Order) Type Agreement (sample attached) to provide the services described herein A NFR MPO review team will rank the proposals based on the NFRMPOs' procedures for the review of professional firms The highest -ranked Professionals may then be invited to make formal oral presentations to the review team Based on these interviews, a professional consulting firm will be retained to provide these services, as the need for work is generated Term The Professional Services Agreement will be in full force and effect for one year At the option of the NFRMPO, the Professional Services Agreement may be extended for up to four (4) additional one-year terms Increases in the Fee Schedule may be negotiated for subsequent renewal of the third, fourth, and fifth additional one-year periods Price changes in the Fee Schedule will be negotiated by and agreed to by both parties Work Order Procedures Work performed pursuant to the Professional Services Agreement will be authorized by Work Order (sample attached) No Work Order shall exceed $100,000 The NFRMPO reserves the right to seek independent or separate proposals on any project, rather than issuing a Work Order to the Professional The only work authorized under the Professional Services Agreement is that which is performed after receipt of such Work Orders The NFRMPO makes no guarantee as to the number of work orders or actual amount of services which will in fact be requested Potential Service Categories Responders should be capable of providing some or all of the services listed below When appropriate, firms and/or individuals are encouraged to form teams to afford the highest level of expertise and capabilities The firm with which the contract is signed will be the 'prime' and will be responsible for performance and work identified in a given task order The categories of services are listed below The magnitude and effort required for specific work tasks may vary from work order to work order Maior Service Categories Short Range Transit Plans • Service plans • Financial or institutional options • Coordination plans Long Range Transit Plans • Strategic plans • Funding options Data Collection and Analysis • On -board surveys • Vehicle inventories • Behavioral surveys • Peer comparisons Process Facilitation • Develop and implement process and methodologies for various planning related applications • Facilitate public involvement processes in relation to planning work • Coordinate and facilitate planning related activities with stakeholders Work Task Deliverables Planning documents Feasibility reports Technical reports and "white" papers Management reports Presentation materials Electronic information such as databases, spreadsheets, maps and drawings Expertise Relevant work experience and expertise in major service categories identified in this scope of work Familiarity with State and MPO planning process in Colorado Experience working with multiple stakeholders Submissions Five (5) copies of the written proposal should be submitted and include the qualifications of the firm and the individuals that would be assigned to this project This submission will cover both the work order and the regional data repository Travel The NFRMPO office is located in Fort Collins, Colorado and travel expenses should be included in work order proposals There is a limited budget for projects, so travel expenses should be considered carefully 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 City of Fort Collins reserves the right to select a vendor for this project on the basis of written proposals submitted only 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 Does the proposal show an understanding of the project 20 Scope of Proposal objective, methodology to be used and results that are desired from the project? Do the persons who will be working on the project have 20 Assigned Personnel the necessary skills? Are sufficient people of the requisite skills assigned to the project? Can the work be completed in the necessary time? Can 1 0 Availability 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? Is the firm interested and are they capable of doing the 1 0 Motivation work in the required time frame? Do the proposed cost and work hours compare favorably 20 Cost and with the project Manager's estimate? Are the work hours Work Hours presented reasonable for the effort required in each project task or phase? Does the firm have the support capabilities the assigned 20 Firm Capability personnel require? Has the firm done previous projects of this type and scope? 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? PROFESSIONAL (WORK ORDER) SERVICES AGREEMENT THIS AGREEMENT is made and entered into this day of 2005, by and between THE NORTH FRONT RANGE TRANSPORTATION AND AIR QUALITY PLANNING COUNCIL (the "MPO") and , ("Professional") 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 scope of services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule stated on each Work Order, a sample of which is attached hereto as Exhibit A and incorporated herein by this reference 2 Time The services to be performed pursuant to this Agreement shall be initiated as specified on each Work Order Time is of the essence Any extensions of any time limit must be agreed upon in writing by the parties hereto 3 Term This Agreement shall commence on (date), and shall continue in full force and effect until date , unless teniiinated sooner as herein provided In addition, at the option of the MPO, the Agreement may be extended for additional one year periods not to exceed U additional one year periods Pricing changes shall be negotiated by and agreed to by both parties and may not exceed the Denver -Boulder CPI-U as published by the Colorado State Planning and Budget Office Written notice of renewal shall be provided to Professional and mailed no later than ninety (90) days prior to contract end 4 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 temis of this agreement, such party may be declared in default, and this Agreement may be terminated 1 5 Early Termination by MPO Notwithstanding the time periods contained herein, the MPO may tenninate this Agreement at any time for the MPO's convenience or because of the failure of Professional to fulfill the contract obligations The MPO shall terminate by providing at least fifteen (15) days prior written notice of termination by delivering to Professional a notice of termination specifying the nature, extent, and effective date of the tennmation Upon receipt ofthe notice, Professional shall immediately discontinue all services affected (unless the notice directs otherwise) and deliver to the MPO all data, drawings, specifications, reports, estimates, summaries, and other information and materials accumulated in performing this contract, whether completed or i n process If the tennmation is for convenience, the MPO shall make an equitable adjustment in the contract price but shall allow no anticipated profit on unperformed services If the termination is for failure of Professional to fulfill the contiact obligations, the MPO may complete the woik and Professional shall be liable for any additional cost incurred by the MPO If, after termination for failure to fulfill contract obligations, it is determined that Professional was not in default, the rights and obligations of the parties shall be the same as if the termination had been issued for the convenience of the MPO 6 Opportunity to Cure In the case of a breach or default, the MPO may, in its sole discretion, allow Professional a period of time in which to cure the defect In such case, the notice of termination shall state the time period in which cure is permitted and other appropriate conditions If Professional fads to remedy to the MPO's satisfaction the breach or default or any of the terms, covenants, or conditions of this Agreement within ten (10) days after receipt by Professional of written notice from the MPO setting forth the nature of said breach or default, the MPO may terminate the Agreement without any further obligation to Professional and seek damages, may treat the Agreement as continuing and require specific performance, or may avail itself of any other remedy at law or equity If the MPO commences legal or equitable actions against Professional, Professional shall be liable to the MPO for the MPO's reasonable attorney fees and costs incurred because of the default Any such tenmination for default shall not in any way operate to preclude the MPO from also pursuing all available remedies against Professional and its sureties for said breach or default 7 Waiver of Remedies for any Breach If the MPO elects to waive its remedies for any breach by Professional of any covenant, tern or condition of this Agreement, such waiver by the MPO shall not limit the MPO's remedies for any succeeding breach of that or of any other tern, covenant, or condition of this Agreement 8 Responsibility Professional shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all services rendered by the Professional, including but not limited to designs, plans, reports, specifications, and drawings and shall, without additional compensation, promptly remedy and correct any errors, omissions, or, other deficiencies 9 Indemnification Professional shall indemnify, hold harmless and defend the MPO and its representatives, officers, employees, agents, and contractors from and against all liabilities, penalties, costs, losses, damages, expenses, causes of action, claims, demands, or judgments, including, without limitation, reasonable attorney fees, ansing from or in any way connected with injury to or the death of any person or physical damage to any property resulting from any act, omission, condition, or other matter related to this Agreement 10 Insurance Professional shall maintain commercial general liability insurance in the amount of $500,000 combined single limits, and errors and omissions insurance in the amount of $1,000,000 I Compensation In consideration of the services to be perfonmed pursuant to this Agreement, the MPO agrees to pay Professional on a time and rennbursable direct cost basis designated in Exhibit B, attached hereto and incorporated herein by this reference At the election of the MPO, each Work Order may contain a maximum fee, which shall be negotiated by the parties hereto for each such Work Order Monthly invoices are required and shall include a description of services performed, along with number of hours and stated rates per hour Supporting documentation shall also be submitted for any reimbursable direct costs The amounts of all such billings shall be based upon the Professional's MPO-verified progress in completing the services to be performed pursuant to the Scope of Services on each Work Order and upon approval of the Professional's direct reimbursable expenses Final payment shall be made following acceptance of the work by the MPO 2 12 Recoids and Reports The MPO and Professional shall maintain all books, records, and other documentation pertaining to the Scope of Services and necessary to completely substantiate all costs incurred and billed to the MPO dunng the term of this Agreement for a penod of three (3) years from the date of final payment under the terms of this Agreement These records shall be made available for inspection and audit to any state or federal authority authorized to inspect such records and copies thereof shall be furnished at the expense of Professional, if so requested 13 Ownership of Work Product Upon final payment, all designs, plans, reports, specifications, drawings, and other services rendered by Professional shall become the sole property of the MPO, which shall have the royalty -free, nonexclusive and irrevocable right to reproduce, publish, or otherwise use and authorize others to use all such materials for authorized government purposes Other entities that may reproduce, publish, or otherwise use the designs, plans, reports, specifications, drawings, and other services rendered by Professional include but are not limited to the Colorado Department of Transportation ("CDOT"), the Federal Transportation Administration ("FTA"), and the Federal Highway Administration ("FHWA") 14 MPO Representative The MPO shall designate, prior to commencement of work, its protect representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the protect All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to the MPO Representative 15 Protect Documents Upon conclusion of the protect and before final payment, the Professional shall provide the MPO with reproducible documents of the protect containing accurate information on the protect as designed Documents shall be of archival quality, and also available in an electronic format, in an agreed upon format 16 Monthly Report Commencing at the end of the calendar month following the date of execution of this Agreement and every calendar month end thereafter, Professional shall provide the MPO with a written report of the status of the work Failuie to provide any required monthly report may, at the option of the MPO, suspend the processing of any partial payment request 17 Independent Contractor The services to be performed by Professional are those of,an independent contractor and not of an employee of the MPO The MPO shall not be responsible for withholding any portion of Professional's compensation hereunder for the payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose 1s Personal Services It is understood that the MPO enters into this Agreement based on the special abilities of Professional and that this Agreement shall be considered as an agreement for personal services Accordingly, Professional shall neither assign any iesponsibihtnes nor delegate any duties, nor create any subcontracts arising under this Agreement without the prior written consent of the MPO 19 Conflict of Interests and Prohibited Interests The MPO and Professional represent that neither has any interests and shall not acquire any interests, directly or indirectly, that would conflict in any manner or degree with the pertoimance and services required to be 3 perfonned under this Agreement The MPO and Professional further represent that no member or delegate to the Congress of the United States shall be admitted to any share or part of this Agreement or to any benefit arising therefrom In addition no employee, officer, or agent of the MPO shall participate in selection or in the award or administration of this Agreement if a conflict of interest, real or apparent, would be involved Such conflict would anse when the employee, officer or agent, any member of his immediate family, his or her partner, or an organization which employs, or is about to employ any of the foregoing, has a financial or other interest in the firm selected for award The MPO's officers, employees, or agents shall neither solicit nor accept gratuities, favors or anything of monetary value from contractors, potential contractors, or parties of subagreements 20 No Waiver The MPO's approval of drawings, designs, plans, specifications, reports, and incidental work or materials furnished hereunder shall not in any way relieve the Professional of responsibility for the quality or technical accuracy of the work The MPO'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 MPO under this Agreement 21 No Government Obligation to Third Parties The MPO and Professional acknowledge and agree that, notwithstanding any concurrence by the federal government in or approval of the solicitation or award of the underlying contract, absent the express written consent by the federal government, the federal government is not a party to this Agreement and shall not be subject to any obligations or liabilities to the MPO, Professional, or any other party (whether or not a party to this Agreement) pertaining to any matter resulting from this Agreement 22 Notices All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses Professional MPO With Copy to THE NFRT & AQPC City of Fort Collins Attn Attir Purchasing Address 235 Mathews St PO Box 580 City, ST Zip Fort Collins, CO 80524 Ft Collins, CO 80522 23 Incorporation of FTA Terms This Agreement includes certain Standard Terms and Conditions required by the fedei al Department of Transportation ("DOT") and other federal and state authorities, whether or not expressly set forth in this Agreement All contractual provisions required by DOT, as set forth in FTA Circular 4220 ID, dated April 15, 1996, are hereby incorporated by reference Anything to the contrary herein notwithstanding, all FTA mandated terms shall be deemed to control in the event of a conflict with other provisions contained in this Agreement Professional shall not perform any act, fail to perform any act, or refuse to comply with any the MPO requests which would cause the MPO to be in violation of the FTA terms and conditions 4