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HomeMy WebLinkAboutRFP - P742 CIVIL ENGINEERINGCity of Fort Collins Admii._ ative Services Purchasing Division REQUEST FOR PROPOSALS FOR CIVIL ENGINEERING DESIGN AND/OR DRAFTING SERVICES FOR THE CITY OF FORT COLLINS ENGINEERING DEPARTMENT RFP #P-742 Qi The City of Fort Collins, Engineering Department, is seeking a qualified Civil Engineering Consultant ("Consultant') to provide engineering design and/or drafting services for various civil engineering roadway protects At times the Engineering Department experiences temporary work overloads and periodically needs to retain the services of a Consultant as a means of completing necessary projects The Consultant would work closely with City Project Engineers to design and/or draft conceptual, preliminary, and final plans for roadway improvement projects Some project specific surveying may also be required to facilitate the design The Consultant will be responsible for producing plan documents under the direction of a City Project Engineer The plan documents will consist of, but not be limited to, the following removals, plan views, profile views, cross sections, general notes, construction notes and details suitable for construction The Consultant would also assist in the roadway alignment, calculation of plan quantities, and other work related to producing plan documents The agreement will be effective for a period of one year from the date on the Services Agreement, and will be renewable for four (4) additional one-year terms (one year at a time), at the option of the City and if the Contractor is agreeable to the same terms as contained herein Written proposals, four (4) copies, will be received at the Purchasing Office, P O Box 580, 256 West Mountain Avenue, Fort Collins, Colorado 805221 Proposals will be received before 3 00 p m (our clock) Thursday, January 13, 2000 Proposal No P-742 A copy of the Proposal may be obtained as follows. Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to request document #30742 2 Download the Bid from the Purchasing Webpage, Current Bids page, at wwNr ct fort -collets cc us\CITY HALL\PURCHASING htm then via the Current Bids pushbutton Come by Purchasing at 256 W Mountain Ave , Fort Collins, and request a copy of the Bid 256 W Mountain Avenue • PO Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 0 PROFESSIONAL SERVICES AGREEM NT 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 , [insert either a corporation, a partnership or an individual, doing business 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 project Work Orders for (RFP or project name) , issued by the City A blank sample of a work order is attached hereto as Exhibit "A", consisting of one (1) page and is incorporated herein by this reference No Work Order shall exceed $ The City reserves the right to independently bid any project 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 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, WOPSA 7/97 1 Ck= 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 ninety (90) days prior to contract end 4 Contract Period [Option 11 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 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 leas] 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 City 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 WOPSA 7/97 2 C7 6 Design Protect Insurance and Insurance Responsibility The 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 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 attorneys fees arising directly or indirectly out of the Professional's performance of any of the services furnished under this Agreement The 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 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, WOPSA 7/97 3 its project 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 City Representative g Protect Drawings [Optional] 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 quality, prepared on stable mylar base material using a non -fading process to prove for long storage and high quality reproduction 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 WOPSA 7/97 4 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 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 woPSA 7/97 5 Agreement 18 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 (_) pages, attached hereto and incorporated herein by this reference THE CITY OF FORT COLLINS, COLORADO By John F Fischbach City Manager By James B O'Neill II, CPPO Director of Purchasing & Risk Management Date ATTEST City Clerk APPROVED AS TO FORM Assistant City Attorney [Insert Professional's name] or By Title CORPORATE PRESIDENT OR VICE PRESIDENT Date ATTEST (Corporate Seal) Corporate Secretary WOPSA 7/97 6 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 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 By Date CC Purchasing Acceptance 1 User The attached dorms consisting of pages are hereby accepted and incorporated herein, by this reference Notice to Proceed is hereby give; City of Fort Collins By Date and Technical questions concerning this protect should be directed to the Project Manager, Tim Blandford, Engineering Department, (970) 221-6605 E-mail address taandford@ci fort- collins co us Purchasing questions regarding the proposal submittal or the process should be directed to John Stephen, CPPB, Buyer, (970) 221-6775 E-mail address jstephen@ci fort-collins co us 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 cr 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 cerely, Ja es B O'Neill II, CPPO ector of Purchasing & Risk Management City of Fort Collins Admi-Crative Services Purchasing Division REQUEST FOR PROPOSALS FOR CIVIL ENGINEERING DESIGN AND/OR DRAFTING SERVICES FOR THE CITY OF FORT COLLINS ENGINEERING DEPARTMENT RFP P-742 PROPOSAL DATE: 3:00 p.m. (our clock) January 13, 2000 256 W Mountain Avenue • PO Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 REQUEST FOR PROPOSALS FOR CIVIL ENGINEERING DESIGN AND/OR DRAFTING SERVICES FOR THE CITY OF FORT COLLINS ENGINEERING DEPARTMENT RFP #P-742 The City of Fort Collins, Engineering Department, is seeking a qualified Civil Engineering Consultant ("Consultant') to provide engineering design and/or drafting services for various civil engineering roadway protects At times the Engineering Department experiences temporary work overloads and periodically needs to retain the services or a Consultant as a means of completing necessary protects. The Consultant would work closely with City Protect Engineers to design and/or draft conceptual, preliminary, and final plans for roadway improvement protects Some protect specific surveying may also be required to facilitate the design The Consultant will be responsible for producing plan documents under the direction of a City Protect Engineer The plan documents will consist of, but not be limited to, the following removals, plan views, profile views, cross sections, general notes, construction notes and details suitable for construction The Consultant would also assist in the roadway alignment, calculation of plan quantities, and other work related to producing plan documents The agreement will be effective for a period of one year from the date on the Services Agreement, and will be renewable for four (4) additional one-year terms (one year at a time), at the option of the City and if the Contractor is agreeable to the same terms as contained herein Written proposals, four (4) copies, will be received at the Purchasing Office, P O Box 580, 256 West Mountain Avenue, Fort Collins, Colorado 805221 Proposals will be received before 3 00 p m (our clock) Thursday, January 13, 2000 Proposal No P-742 A Copy of the Proposal may be obtained as follows Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to request document #30742 2 Download the Bid from the Purchasing Webpage, Current Bids page, at www ci fort-collins co us\CITY HALL\PURCHASING htrrr_ then via the Current Bids pushbutton Coyne by Purchasing at 256 W Mountain Ave , Fort Collins, and request a copy of the Bid Technical questions concerning this protect should be directed to the Project Manager, Tim Blandford, Engineering Department, (970) 221-6605 E-mail address tblandford@ci fort - Collins co us Purchasing questions regarding the proposal submittal or the process should be directed to John Stephen, CPPB, Buyer, (970) 221-6775 E-mail address tstephen@a fort-collrns cc us 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 ' cerely, � eI 0 n J ll II, CPPO ctor of Purchasing & Risk Management PURPOSE The City of Fort Collins, Engineering Department, is seeking a qualified Civil Engineering Consultant ("Consultant") to provide engineering design and/or drafting services for various civil engineering roadway projects At times the Engineering Department experiences temporary work overloads and periodically needs to retain the services of a Consultant as a means of completing necessary projects II SCOPE OF SERVICES The Consultant would work closely with City Project Engineers to design and/or draft conceptual, preliminary, and final plans for roadway improvement projects Some project specific surveying may also be required to facilitate the design The Consultant will be responsible for producing plan documents under the direction of a City Project Engineer The plan documents will consist of, but not be limited to, the following removals, plan views, profile views, cross sections, general notes, construction notes and details suitable for construction The Consultant would also assist in the roadway alignment, calculation of plan quantities, and other work related to producing plan documents The City's construction plans are currently developed using either AutoCAD 14 or a combination of AutoCAD 14 and Softdesk 8 For projects already started by the City, the Consultant would be expected to complete the project to the extent practical by using the City's existing drawings on disc Since the status of protects could potentially be in varying degrees of completion, close coordination between the City Protect Engineer and the Consultant would be required to transition the projects The City would provide all survey data in an ASCII format or an AutoCAD 14 ° dwg" format For new projects, the Consultant may be required to provide design, drafting and/or surveying services In such case, the Consultant would work closely with a City Project Engineer to produce the best possible design and within the budget constraints associated wdh that project Survey data is expected to be completed by City crews, however, there may be certain instances where the Consultant would be required to provide their own survey data because of City staff's workload All plan documents will be produced using either AutoCAD 14 or a combination of AutoCAD 14 and Softdesk 8 Our anticipated need for design and drafting work is expected to be on a "as needed" basis The Consultant should expect that services required for individual projects could range up to 500 hours depending on the complexity of the project(s) III INSTRUCTIONS TO THE CONSULTANTS Written proposals, four (4) copies, will be received at the Purchasing Office, P O Box 580, 256 West Mountain Avenue, Fort Collins, Colorado 80522 on or before 3 00 p m (our clock) Thursday, January 13, 2000 Please include resumes for the person or persons in your firm that you propose to provide the actual drafting services, a list of the computer hardware and software available to them, which they can use efficiently, a statement as to the amount of time they could 1 be available for the next four to six months, an hourly cost rate for drafting services, and a list of reimbursement rates that would be associated with drafting services The resume should include the person's experience related to roadway drafting and computer drafting IV. SELECTION CRITERIA AND METHOD The City's Capital Project Management Control System Manual prescribes the consultant selection criteria and method, a copy of the rating criteria is attached V TERMS AIVD CONDITIONS The payment for services as described under the Scope of Services shall be based on unit prices, hourly rates, and reimbursement rates for completed sennces The agreement will be effective for a period of one year from the date on the Services Agreement, and will be renewable for four (4) additional one-year terms (one year at a time), at the option of the City and if the Contractor is agreeable to the same terms as contained herein Prices shall remain the same for the first renewal term A price increase may be negotiated for subsequent renewals Such increases shall not exceed the Denver -Boulder CPI index Billings and payments will be made using the prices listed on the agreed to Price Schedule In the event that a service is requested, which is not listed on the Price Schedule, the Consultant, and the City will negotiate an appropriate unit price for the service A copy of the City's standard Services Agreement is attached 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 if required 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 FACT —OR QUALIFICATION STANDARD 20 Scope of Proposal Does the proposal show an understanding of the protect objective, methodology to be used and results that are desired from the project? 20 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? 10 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? 20 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? 20 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm done previous projects of this type and scope? 1 REFERENCE EVALUATION (TOP RANKED FIRM) The project Manager will check references using the following criteria The evalual ion 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 operale properly? Were problems corrected quickly and effectively 2