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HomeMy WebLinkAboutRFP - P1085 VENDING MACHINE SERVICES (3)Administrative Services Purchasing Divison 215 North Mason Street Ÿ 2nd Floor Ÿ P.O. Box 580 Ÿ Fort Collins, CO 80522-0580 Ÿ (970) 221-6775 Ÿ Fax (970) 221-6707 www.fcgov.com REQUEST FOR PROPOSAL P1084 Library District Planning Consultant The City of Fort Collins on behalf of the Fort Collins Regional Library District (FCRLD) is accepting written proposals from qualified firms. Written proposals, six (6) will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 3:00 p.m. (our clock), September 26, 2007. Proposal No. P1084. If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Questions concerning the scope of the project should be directed to Project Manager Jeff Barnes, 221-6674. Questions regarding proposals submittal or process should be directed to James B. O’Neill, CPPO, FNIGP (970) 221-6775. 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.jsp 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, Fort Collins Regional Library District 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 2/9/00 LIBRARY BACKGROUND On November 7, 2006 voters overwhelmingly approved the creation and funding of the Fort Collins Regional Library District. The new library district is funded by a 3-mill property tax dedicated to library services. The existing city system, the Fort Collins Public Library, with the Main Library downtown, the Harmony branch at Front Range Community College, and the southeast branch under construction at Front Range Village forms the foundation of the new district. The District boundaries cover a large regional area in northern Larimer County, and are essentially the same as the Poudre School District. This includes the towns of Timnath and LaPorte. GENERAL POPULATION CHARACTERISTICS  Fort Collins is the largest urban area and encompasses 51.12 square miles of area and has a total of 633.8 street miles (based on 2005 data).  The current estimated number of housing units in Fort Collins as of August, 2005 is 55,623.  Fort Collins has a population of 137,177 residents (August, 2005).  The average annual population growth rate is 2.6 percent.  Median age is 28.2 years old (based on 2000 Census).  Median household income is $44,459 (based on 2000 Census).  Approximately 48.4 percent of the population has completed four or more years of college (based on 2000 Census). PROJECT OVERVIEW This project has five primary goals: 1. Work with community stakeholders, staff, and members of the library board to identify service priorities for the library for the next three (3) years. 2. Work with library staff and board members to develop goals and objectives that reflect the library’s service priorities. 3. Identify and evaluate services and programs (both current and new) that will support the library’s goals including private and public partnerships. 4. Assist library staff to develop the skills and capacity needed to maintain and continue the planning and resource allocation processes with no outside assistance. 5. Describe future potential individual facilities that might be needed to fulfill a 10 – 20 year facilities vision. 2/9/00 SCOPE OF WORK The planning process will be based on the Public Library Association’s Planning for Results 2007, and will include input from community leaders, staff, and board members. It will be based on understanding what the community served by the library values and then determining how the library can help support those values. The consultant will work with the staff and board of the Fort Collins Regional Library District to complete a strategic plan that identifies the service priorities for the library. A suggested timeline of potential/proposed building projects including expansion/renovations to existing facilities should be listed in priority order. When the service priorities have been approved by the board, the consultant will work with staff to write goals and objectives and to identify the organizational competencies that will be required to accomplish those goals and objectives. Library administrators and staff will identify activities that will support the goals and objectives and begin to determine the resources required to implement the selected activities. The consultant will develop a process to identify and evaluate current and proposed activities and train staff to use the process. The consultant will assist the library administrators to evaluate activities and identify the changes that will be required in the library’s infrastructure to support the selected activities.  The library system as a whole should be analyzed taking into consideration current usage patterns, geographic areas, population centers which include neighborhood projections and analysis, the analysis of existing library facilities and any other relevant information that would help determine whether new facilities will be needed.  Conduct a detailed needs assessment for the FCRLD system which includes, but is not limited to, its services, collections, technical functions, usage patterns, and facilities. Throughout the project, the consultant will work with library managers to help them to develop the skills they need to execute the project in the future. The consultant will provide on-site facilitation, worksheets and instructions, and coaching by email and phone and a detailed strategic service plan submitted at the close of the project. 2/9/00 PROJECT SCHEDULE, PERSON(S) RESPONSIBLE Step Person(s) Responsible Date 1. Select community leaders to serve on the planning committee. Board and staff with guidance from consultant 7 days after contract award 2. Prepare and distribute orientation packet for planning committee. Staff with advice from consultant 14 days after contract award 3. Present planning orientation meetings for staff. Consultant 14 days after contract award 4. Facilitate the first meeting of the planning committee. Provide information related to community needs for the planning process. Consultant October 25, 2007 5. Present recommendations from planning meeting to staff and board. Library administrators with advice from consultant November 5, 2007 6. Prepare summary report reflecting comments received from Library Board and Library staff, for presentation at second meeting of the planning committee. Library administrators with advice from consultant November 6-9, 2007 7. Facilitate the second meeting of the planning committee. Consultant November 12, 2007 8. Present the final recommendations for service priorities including the process to determine future facilities to the board for review and approval. Library administrators Dec. 3, 2007 9. Write draft goals and objectives that reflect the approved service priorities; identify organizational competencies Consultant 60 days after contract award 10. Review and revise the draft goals and objectives and the organizational competencies as needed. Consultant and library administrators and staff 75 days after contract award 11. Present final goals and objectives and organizational competencies to board for review, revision if needed, and approval. Library administrators 80 days after contract award 12. Facilitate a final meeting of the strategic planning committee Consultant January 2008 13. Develop worksheets and instructions for staff to use to identify and evaluate activities. Consultant January 2008 14. Develop and present a two-day training program for 2/9/00 TIMETABLE The following table outlines the tentative schedule of major activities for the RFP and Proposal Selection Process. The FCRLD reserves the right to amend the schedule as necessary. EVENT DATE Issue the RFP September 11, 2007 Cutoff date for questions September 18, 2007 5:00 P.M. (Our Clock) Response to Vendor questions September 19, 2007 Proposal submission deadline September 26, 2007 3:00 P.M. (Our clock) Select Vendor By October 10, 2007 Vendors will be notified of any changes to the above schedule. VENDOR QUALIFICATIONS The Vendor shall have the following minimum qualifications:  A sound business reputation  Proven capabilities in delivering services and reports on time and within budget  Appropriate resources to satisfy the requirements of this RFP and resulting Contract  Demonstrated track record in similar consulting relationships, including at least three (3) library clients using the Planning for Results Process  Demonstrated track record in overall client satisfaction  Resumes of all project staff Vendors submitting Proposals should recognize that the FCRLD is a public body and, as such, the FCRLD is subject to disclosure requirements and must abide by public record laws. Neither party shall be liable for disclosures that are required by law. RESERVATION OF RIGHTS This RFP does not commit the FCRLD to award a Contract, to pay any costs incurred in the preparation of the Proposal to this request, or to contract for services. The FCRLD reserves the right to accept or reject any or all Proposals received as a result of this request, to negotiate with any qualified persons or organizations, or to cancel in part or in its entirety this RFP, if, in the sole discretion of the FCRLD, the FCRLD determines that it is in its best interest to do so. 2/9/00 PROPOSAL REQUIREMENTS Introduction The following guidelines are provided to ensure the equitable evaluation of competitive sealed Proposals and to contain the cost of participation to some reasonable degree of certainty. Therefore, Proposals should be prepared as closely as possible in accordance with the instructions outlined in this section. Vendors are advised to read this RFP in its entirety. Failure to read and/or understand any portion of this RFP shall not be cause for waiver of any portion of this RFP. Proposal Format 1. All qualified Proposals shall include an original and six (6) copies of the Proposal, which shall be sealed in a package(s) showing:  Company Name  Address  Request for Proposal - Strategic Long-Range Plan Proposal Due: September 26, 2007 @ 3:00 P.M.(Our Clock) MDT 2. Introduction and cover letter which includes:  Vendor name, address, telephone, email and fax of firm or individual  Contact person  Signature of contact person (this signature serves as verification that the contact person is authorized to act on the behalf of the Vendor.) 3. Brief synopsis indicating understanding of the scope and purpose of the project. 4. Summary of Vendor's experience in providing library planning services, including success at meeting deadlines and operating within budget. 5. Detailed work plan that includes the following: 6. Brief synopsis of overall Planning Process and Plan (no more than one page) 7. Methodology 8. Timeline for the project 9. Tasks with identified responsibilities of Vendor and FCRLD staff 10. Total time on part of Vendor to provide the services. Cost of Service (presented separately) - please include:  Proposed number and length of site visits and any costs associated.  Proposed base cost and itemized costs for providing services relating to the Planning Process.  Itemize costs in conjunction with the Preparation Stage, Information Gathering Stage and the Design Stage.  Costs for all supplies needed to effectuate the Planning Process and the Plan.  Costs for performing information gathering and analysis.  Vendor may provide clearly delineated service options which may be added at additional costs. All options must be itemized to allow for comparisons.  Cost not to exceed $30,000. 2/9/00 References Please included at least three (3) previous clients, preferably public library clients, with contact person's name and telephone numbers. At least one reference should be a client for whom service has been completed. Additional information Consultants may provide any additional information it feels would assist FCRLD in the selection process. Proposal Review and Assessment Proposals will be evaluated by the FCRLD and the highest ranking Vendor may be asked to make formal presentations to the FCRLD Board and Administrative Committee. Professional firms will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and interview session. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING FACTOR QUALIFICATION STANDARD 2.0 Scope of Proposal Does the proposal show an understanding of the project objective, methodology to be used and results that are desired from the project? 2.0 Assigned Personnel Do the persons who will be working on the project have the necessary skills? Are sufficient people of the requisite skills assigned to the project? 1.0 Availability Can the work be completed in the necessary time? Can the target start and completion dates be met? Are other qualified personnel available to assist in meeting the project schedule if required? Is the project team available to attend meetings as required by the Scope of Work? 1.0 Motivation Is the firm interested and are they capable of doing the work in the required time frame? 2.0 Cost and Work Hours Do the proposed cost and work hours compare favorably with the project Manager's estimate? Are the work hours presented reasonable for the effort required in each project task or phase? Does the firm have the ability to meet deadlines and operate within budget? 2.0 Firm Capability Does the firm have the support capabilities the assigned personnel require? Does the firm have previous relevant and positive experience in jobs of this type and scope and success in library planning? Does the firm have prior experience in working with both public and staff committees? 2/9/00 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? 2/9/00 PROFESSIONAL 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 _____, [insert either a corporation, a partnership or an individual,doing business as _______________, hereinafter referred to as "Professional". 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 Professional agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of () pages, and incorporated herein by this reference. 2. The Work Schedule. [Optional] 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 () pages, and incorporated herein by this reference. 3. 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 four (4) 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. Early Termination by City. 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. 2/9/00 All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: Professional: City: With Copy to: City of Fort Collins, Purchasing PO Box 580 Fort Collins, CO 80522 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. 5. Design, Project Indemnity 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 $. 6. Compensation. [Use this paragraph or Option 1 below.] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional a fixed fee in the amount of ($) plus reimbursable direct costs. All such fees and costs shall not exceed ($). Monthly partial payments based upon the Professional's billings and itemized statements are permissible. The amounts of all such partial payments shall be based upon the Professional's City- verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's actual reimbursable expenses. [Optional] Insert Subcontractor ClauseFinal payment shall be made following acceptance of the work by the City. Upon final 2/9/00 payment, all designs, plans, reports, specifications, drawings, and other services rendered by the Professional shall become the sole property of the City. 6. Compensation. [Option 1] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis according to the following schedule: Hourly billing rates: Reimbursable direct costs: with maximum compensation (for both Professional's time and reimbursable direct costs) not to exceed ($). Monthly partial payments based upon the Professional's billings and itemized statements of reimbursable direct costs 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 hereto and upon the City's approval of the Professional's reimbursable direct costs. 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. 7. 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 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. 8. Project Drawings. [Optional]Upon conclusion of the project and before final payment, the Professional shall provide the City with reproducible drawings of the project containing accurate information on the project 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. 9. Monthly Report. Commencing thirty (30) days after the date of execution of this Agreement and every thirty (30) days thereafter, Professional is required to provide the City 2/9/00 Representative with a written report of the status of the work with respect to the Scope of Services, 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. 10. 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. 11. 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. 12. 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. 13. 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. 14. 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. 15. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire 2/9/00 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. 16. 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. 17. 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 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. 2/9/00 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 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. 18. Special Provisions. [Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit "", consisting of () pages, attached hereto and incorporated herein by this reference. 2/9/00 THE CITY OF FORT COLLINS, COLORADO By: _________________________________ James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management DATE: ______________________________ ATTEST: _________________________________ City Clerk APPROVED AS TO FORM: ________________________________ Assistant City Attorney [Insert Professional's name] or [Insert Partnership Name] or [Insert individual's name] or Doing business as [insert name of business] By: __________________________________ Title: _______________________________ CORPORATE PRESIDENT OR VICE PRESIDENT Date: _______________________________ ATTEST: _________________________________ (Corporate Seal) Corporate Secretary library managers on identifying and evaluating activities and allocating resources. Consultant January 2008 15. Work with staff to identify and evaluate service unit activities for each appropriate goal; submit recommendations to library administrators for review and approval. Unit/Branch managers February 2008 16. Review and merge suggested activities into a single list. Library administrators February 2008 17 Evaluate suggested activities and make preliminary selections. Library Administrators and Consultant March 2008 18 Identify initiatives required to reach the desired organizational competencies. Library Administrators and Consultant March 2008