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HomeMy WebLinkAboutRFP - P1080 PFA ARCHITECTURAL AND ENGINEERING SERVICES (4)City of Fort Collins Request for Proposal For P1080 Poudre Fire Authority — Architectural and Engineering Services City of Fort Collins PURCHASING DIVISION 215 NORTH MASON STREET, 2ND FLOOR, FORT COLLINS PROPOSAL DATE: August 14, 2007, 3:00 p.m. (our clock) 6 pesign, Proiect Insurance and Insurance Responsibility The Professional shall be responsible for the professional quality, technical accuracy, timely completion and the coosdtnatton 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 The Professional shall indemnify, save and hold harmless the City its officers and employees, in accordance with Colorado law, from all damages whatsoever claimed by third parties against the City and for the City's costs and reasonable attorney's fees arising directly or indirectly out of the Professional's negligent performance of any of the services furnished under this Agreement 'The Professional shall maintain commercial general liability insurance in the amount of $ combined single limits and errors and omissions insurance in the amount of 7 Compensation In consideration of services to be performed pursuant to this Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis designated in Exhibit "B", consisting of ( ) page(s), attached hereto and incorporated herein by this reference At the election of the City, each Work Order may contain a maximum fee, which shall be negotiated by the parties hereto for each such Work Order Monthly partial payments based upon the Professional's billings and itemized statements are permissible The amounts of all such partial payments shall be based upon the Professional's City -verified progress in completing the services to be performed pursuant to the Work Order and upon approval of the Professional's direct reimbursable expenses Final payment shall be made following acceptance of the work by the City Upon final payment, all designs, plans, reports, specifications, drawings, and other services rendered by the Professional shall become the sole property of the City 8 City Representative The City will designate, prior to commencement of work, its project representative who shall make, within the scope of his or her authority, all necessary and 3 stdwopsa rev 06107 proper decisions with reference to the project All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to the City Representative 9 Proiect Drawings Upon conclusion of the protect and before final payment, the Professional shall provide the City with reproducible drawings of the protect containing accurate information on the protect as constructed Drawings shall be of archival, prepared on stable mylar base material using a non -fading process to provide for long storage and high quality reproduction "CD" disc of the as -built drawings shall also be submitted to the owner in and AutoCAD version no older then the established city standard 10 Monthly Report Commencing thirty (30) days after Notice to Proceed is given on any Work Order and every thirty days thereafter, Professional is required to provide the City Representative with a written report of the status of the work with respect to the Work Order, Work Schedule and other material information Failure to provide any required monthly report may, at the option of the City, suspend the processing of any partial payment request 11 Independent Contractor The services to be performed by Professional are those of an independent contractor and not of an employee of the City of Fort Collins The City 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 12 Personal Services It is understood that the City enters into this Agreement based on the special abilities of the Professional and that this Agreement shall be considered as an agreement for personal services Accordingly, the Professional shall neither assign any responsibilities nor delegate any duties arising under this Agreement without the prior written consent of the City 13 Acceptance Not Waiver The City'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 4 stdwopsa rev 06/07 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 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 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 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 representatives, successors and assigns of said 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 5 stdwopsa rev 06107 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, 1041h 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 confirm the employment eligibility of all newly hired employees b Contractor shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts 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 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 6 stdwopsa rev 06/07 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 8-17 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 19 Special Provisions Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit "C", consisting of ( ) page(s), attached hereto and incorporated herein by this reference 7 sldwopsa rev 06/07 THE CITY OF FORT COLLINS, COLORADO M Date James B O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management !rt Professional's name] or �rt Partnership Name] or :rt individual's name] g business as _ [insert name of business] ;PORATE PRESIDENT OR VICE PRESIDENT (Corporate Seal) stdl opsa rep 06/07 EXHIBIT "A" WORK ORDER FORM PURSUANT TO AN AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND DATED Order Number ase Order Number ;t Title iencement Date letion Date Fee (time and reimbursable direct costs) Description of Services Acceptance fessional agrees to perform the services itified above and on the attached forms in ordance with the terms and conditions tamed herein and in the Professional dices Agreement between the parties In the nt of a conflict between or ambiguity in the is of the Professional Services Agreement this work order (including the attached is) the Professional Services Agreement I control User 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 James B O'Neill II, CPPO, FNIGP Director of Purchasing and Risk Management (over $30,000 00) Date 9 rev 06/07 TABLE OF CpNTENTS Page 1 Request for Proposal page 2 I General information Page 3 II Submittal Page 3 pl Schedule Page 4 Assessment page; 1-9 IV Review and A Workorder) Professional Service Agreement REQUEST FOR PROPOSAL PROPOSAL NO P1080 Poudre Fire Authority -Architectural and Engineering Services The City of Fort Collins is requesting proposals from firms for architectural and engineering services related to the design and construction of new fire stations and the renovation of existing facilities A copy of the RFP may be obtained as follows: 1 Download the RFP from the Purchasing Webpage, Current RFPs page, at www fcgov com/purchasing 2 Come by Purchasing at 215 North Mason St , 2nd floor , Fort Collins, and request a copy of the RFP Written proposals, five (5) will be received at the City of Fort Collins' Purchasing Division, 215 N Mason, Fort Collins, Colorado 80522 Proposals will be received before 3 00 p m (our clock), August 14, 2007 Proposal No P1080 Questions concerning the scope of the protect should be directed to the Protect Manager, Gary Nuckols, Battalion Chief, Poudre Fire Authority, 970) 416-2871 Questions regarding proposals submittal or process should be directed to John Stephen, CPPO, CPPB, Senior Buyer, (970) 221-6777 Sales prohibited/conflict of interest No officer, employee, or their dependent or person residing in and sharing the expenses of their household, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies, or services This rule also applies to subcontracts with the City This shall not apply to members of any authority, board, committee or commission of the City, other than the members of the City Council Soliciting or accepting any gift, gratuity favor, entertainment, kick -back 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 Any vendor knowing of this type of activity is encouraged to report in confidence to the Director of Purchasing and Risk Management, Director of Finance, City Attorney or City Manager so the matter can be dealt with The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalit es If you are a sub -consultant, please send us a letter stating that participation so you are not removed from this list Sincerely, James B O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management 3 GENERAL INFORMATION The Poudre Fire Authority (PFA) intends to select an architectural firm for architectural and engineering services related to the design and construction of new fire stations and the renovation of existing facilities New stations will be similar in design to the "prototype" Fire Station Twelve located at 321 Country Club Rd A copy of the Station Twelve plans is available for viewing at the PFA Administrative Offices, 102 Remington Street The selected firm may also perform services on a work order contract related to the renovation of current PFA facilities The PFA needs at a minimum, planning, architectural, civil, structural, mechanical, environmental, electrical, lighting, and interior design professional services These all are to be included in a single Professional Services Agreement The PFA desires to have the professional firm provide the denoted services The types of work ordered may include, but will not be limited to site analysis, space planning and management, concept design, design development, construction documents, cost estimating, construction administration, geotechnical and environmental assessments and reports In the event it becomes necessary to revise any part of the `Request for Proposal' a written addendum will be issued Each Proposal shall state it is valid for a period of not less than ninety (90) days from date of bid opening Further, the PFA retains the right to reject all proposals and re -solicit, if deemed to be in the best interest of the PFA The actual amount of work to be performed, the time of such performance and the location of work, will be determined by the Protect Manager who will issue formally executed work orders or contracts The only work authorized under this contract is that which is performed after receipt of such work orders or contracts The PFA makes no guarantee as to the number of work orders or actual amount of services which will in fact be requested The PFA works through the City of Fort Collins Facility Services which has Auto-CAD-2004, 2007 & 2008 Therefore, the hired firms must have the capability of providing us appropriate drawings on disks which can be read by AutoCAD For space management, the City uses "FM Space -Mgt " software by FM Systems Construction documents should be prepared using the CSI format and the City of Fort Collins modified EJCDC General Conditions and City standard contract documents These documents will be provided by the City of Fort Collins Protects located within the boundaries of the City of Fort Collins may be subject to the City's Land Development Process A detailed Scope of Work for each protect and exact services desired will be developed during the work order process The maximum fee for individual work orders is $75,000 for general consulting work except for Fire Stations or as approved by the City of Fort Collins Purchasing Department and the PFA Board of Directors The City reserves the right to issue a new RFP for any work rd SUBMITTAL Qualified Proposers interested in the work described in this Request for Proposal should submit a minimum of the following information A Qualifications of 1 Your firm 2 Members of your staff and consultants proposed to perform work on PFA protects B Your approach to the design and management of proposed PFA protects C Provide cost break down of hourly rates for all personnel and consultants The design and bidding portions of work will be done on a fixed fee basis and services during construction will be hourly with a not -to -exceed cost D References from at least three protects that have been completed during the past three years performed by the staff listed in A 2 Firms should make particular note of any previous experience with fire station design SCHEDULE It is the intent of the PFA to order A & E services for a period of one year with the option to renew services annually for four (4) additional one year periods A definitive design and/or engineering services schedule will be developed for each desired service at the time of work initiation The schedule for this Request for Proposal is Proposals due to City of Fort Collins Purchasing Interview of 3 highest ranked A & E firms 5 August 14, 2007 August 27, 2007 (week of) IV REVIEW AND ASSESSMENT Professional firms will be evaluated on the following criteria These criteria will be the basis for review of the written proposals, as well as for the oral interviews of the top ranked firms 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 factors for the criteria are listed adjacent to the qualification WEIGHTING FACTOR QUALIFICATION STANDARD Scope of Proposal 20 Does the proposal show an understanding of the contract objectives and the disciplines to be included? 20 Assigned Personnel Does the personnel who will be working under this contract have the necessary skills and experience to produce quality work? 1 0 Availability Upon receipt of a work order can the required work start quickly? Can reasonable target dates be met? Are other qualified personnel available to assist in meeting project schedules if required? Are contract personnel available to quickly address project issues? 20 Motivation What degree of interest is shown? Does the firm state they will do the work within the PFA's required time frames? 20 Cost Do the proposed consultant costs compare favorably with the PFA's experience? Are they reasonable? 20 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm held previous contracts of this type? 9 Reference Evaluation (Top Ranked Firm) The Protect Manger will check references using the following criteria The evaluation rankings will be labeled Satisfactory/Inadequate QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required by this contract'? Timetable Weie Scopes of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Professionals responsive to client needs, did the Professional anticipate problems? Were problems solved quickly and effectively? Budget Were the Scopes of Work completed within protect budgets? Job Knowledge a) If a study, did it meet the Scope of Work? b) If Professional administered a construction contract, was the protect functional upon completion and did it operate properly'? Were problems corrected quickly and effectively? c) Was the professional able to foresee difficulties in the protect and plan appropriately? 7 PROFESSIONAL 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 WITNESSETH , hereinafter referred to as '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 Professional agrees to provide services in accordance with any protect Work Orders for , issued by the City A blank sample of a work order is attached hereto as Exhibit "A", consisting of ( ) pages and is incorporated herein by this reference The City reserves the right to independently bid any protect rather than issuing a Work Order to the Professional for the same pursuant to this Agreement 2 The Work Schedule The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule stated on each Work Order 3 Time of Commencement and Completion of Services 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 4 Contract Period [Option 1] This Agreement shall commence , 200 , 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 1 stdwopsa rev 06/07 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 Contract Period This Agreement shall commence 200 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 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 the Service Provider and mailed no later than ninety (90) days prior to contract end 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 Professional 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 address Professional I City I With Copy to In the event of any such early termination by the City, the Professional shall be paid for services rendered prior to the date of termination subject only to the satisfactory performance of the Professional's obligations under this Agreement Such payment shall be the Professional's sole right and remedy for such termination 2 stdwopsa rev 06/07