HomeMy WebLinkAboutRFP - P816 PROSPECT ROAD IMPROVEMENTS1
REQUEST FOR PROPOSAL
Proposal Number P-816
The City of Fort Collins is seeking proposals from firms for Prospect Road
Improvements.
Written proposals, five (5) 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), December 12, 2001. Proposal No. P-816. If delivered, they
are to be delivered 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,
John Lang or Marc Anderson at (970)-221-6605.
Questions regarding proposals submittal or process should be directed to John Stephen,
CPPB, Senior Buyer, at (970)-221-6775.
A copy of the Proposal may be obtained as follows:
1. Call the Purchasing Fax-line, 970-416-2033 and follow the verbal
instruction to request document #30816. (The proposal number must
be preceded by a 30 when using the Fax-line.)
2. Download the Proposal/Bid from the Purchasing Webpage,
www.fcgov.com/purchasing.
3. 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
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Request for Proposals
For
Consulting Engineering Services
Prospect Road Improvements
For
The City of Fort Collins
Engineering Department
RFP #P-816
Section 1.0: Proposal Requirements
1.1 General Description
The City of Fort Collins is soliciting proposals from qualified consultants for
roadway design services for the Prospect Road Improvements project. The
successful proposer will address all of the tasks, issues, and requested
information in their proposal, possess the requisite skills and manpower
necessary to complete the project on time, and be motivated to work with staff,
citizens, and governing bodies to accomplish the goals and objectives associated
with the project.
1.2 Proposal Submittal
The City of Fort Collins shall not reimburse any firm for costs incurred in the
preparation and presentation of their proposal.
Firms submitting proposals shall submit five (5) copies of their proposal.
Qualified consultants interested in performing the work described in this request
for proposals should submit the following information to the City.
1. Qualifications of your firm and staff proposed to perform the work on this
project. This should include resumes of staff to be used specifically on this
project and any recommendation/commendation letters received for past
projects.
2. A list of similar projects completed in the last five years.
3. Provide a detailed engineering cost estimate for the design and management
of the project including a cost break down of hourly rates and number of
hours assigned for each task of work for all personnel and sub-consultants.
Please include a listing of proposed personnel with their applicable project
billing rate and project title.
4. References from at least three other projects with similar requirements that
have been completed within the past five years and that have involved the
staff proposed to work on this project. The projects listed as references for
the firm and staff are not required to be the same. As part of the reference
check process, the City may choose to visit one or more of the listed projects
and/or request a copy of the plans and documentation completed.
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5. A sample plan and profile sheet(s) of a similar project should be included in
each submittal. Examples should be no smaller than 11”x17”.
6. Detail your firm’s experience in using a formal partnering process on
construction projects.
7. Limit the total length of your proposal to a maximum of 40 pages (excluding
covers and dividers). The Director of Purchasing and Risk Management may
reject proposals received that are longer than 40 pages in length.
1.3 Contacts
Questions related to procedures should be directed to:
John Stephen – CPPB, Senior Buyer
City of Fort Collins Purchasing
215 N. Mason Street
P.O. Box 580
Fort Collins, CO 80522
Phone 970-221-6775
E-mail jstephen@fcgov.com
Questions related to the scope of work should be directed to:
John Lang – Project Manager
City of Fort Collins Engineering
281 N. College Avenue
P.O. Box 580
Fort Collins, CO 80522
Phone 970-221-6605
E-mail jlang@fcgov.com
Marc Anderson – Project Engineer
City of Fort Collins Engineering
281 N. College Avenue
P.O. Box 580
Fort Collins, CO 80522
Phone 970-221-6605
E-mail manderson@fcgov.com
1.4 Pre-proposal Meeting
A pre-proposal meeting will be held at 215 N. Mason, Conference Room 2D, Fort
Collins, Colorado, on Tuesday, November 27 at 1:30 p.m. Oral interviews and
presentations for the top three proposers are expected to be held on Wednesday,
January 16, 2002 with work beginning on or around February 2002.
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Section 2.0: Scope of Work
2.1 Background
The services will generally consist of three phases: Phase A - Conceptual and
Preliminary Design, Phase B – Final Design, and Phase C – Construction
Administration.
2.2 General Project Description
The Phase A limits of this project will be from Prospect Parkway to the I-25
Frontage Road. Phase A will design for a future ultimate four lane arterial section
through the above stated limits. Project limits for Phases B and C will extend
from the existing Poudre River Bridge east to Summitview Drive (including
necessary improvements to the Prospect and Summitview intersection). The
expected design and construction work will consist of road widening, earthwork,
relocation of utilities, construction of another bridge or series of box culverts,
pavement, sidewalk, wetland mitigation and landscaping. It is the City’s current
intent to construct Prospect Road during Phase C to a two-lane arterial roadway
section as depicted in the Larimer County Urban Area Street Standards with
modifications as noted in the Prospect Road Streetscape Program.
2.3 Project Requirements
Phase A
Conceptual Engineering Design – Cost included in submitted proposal
At the conceptual design level the roadway consultant will be required
to provide conceptual design alternatives for horizontal and vertical
roadway alignments from Prospect Parkway to the I-25 Frontage
Road (including intersections). Locations and alternatives for
structures proposed by our floodplain consultant (Anderson
Consultants) between the Poudre River, Summitview Drive and the I-
25 Frontage Road will also be evaluated and incorporated.
The consultant will be required to prepare concept plans for public
forums and be present to answer questions. Two open houses are
anticipated.
At the completion of the Conceptual Design Phase, the consultant
shall prepare a Conceptual Design Report. This report will include
detailed conceptual drawings for the ultimate four lane arterial
roadway, current land ownership and land acquisition needs, and
contain a conceptual Opinion of Construction for both the ultimate four
lane arterial roadway option from Prospect Parkway to the I-25
Frontage Road, and the interim two lane arterial roadway from the
existing Poudre River Bridge east to Summitview Drive.
City survey crews should be available to assist the consultant with
surveying needs, however, the consultant will include surveying as a
line item in the design cost in the event City crews are unavailable. In
the event City survey crews are available, the consultant will be
required to coordinate survey information and needs with the City of
Fort Collins Engineering Department.
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Preliminary Engineering Design – Cost included in submitted proposal
The final product for the preliminary design portion will be to provide
refined detailed design plans and specifications for the ultimate four
lane arterial section from Prospect Parkway to the I-25 Frontage
Road. A status set of plans should be maintained and available to the
owner for review and submittal to the appropriate City departments,
utility companies and affected property owners.
Components will, at a minimum, include horizontal and vertical
alignment, Right of Way needs, roadway components, utility
modifications or relocations, box culvert or bridge design, landscaping,
drainage, wetland mitigation and detailed cost estimates.
The plans must locate all existing utilities and structures. They must
be shown both horizontally and vertically and in relation to the
proposed improvements. All utility conflicts must be identified and
preliminary relocation/removal plans must be coordinated through the
appropriate utility companies.
All plan work for this project must be completed using AutoCAD 2000.
The consultant will be required to coordinate with the City Surveyor for
the identification and acquisition of rights-of-ways and easements with
the City Surveyor. The work may require the preparation of easement
exhibits.
All geotechnical investigation services required for the design of this
project will need to be provided by the consultant. These services will
include subsurface exploration for both the roadway and bridge / box
culvert, soils report and a pavement design report.
The consultant must provide detailed written monthly progress reports
and minutes of project meetings throughout the duration of the design.
The progress reports will be part of the billing submitted monthly
throughout the entire project.
At the completion of the Preliminary Design Phase the consultant shall
provide the City with up to five (5) full-size and eight (8) half-size sets
of review plans. The plans should be approximately 75% complete.
The consultant shall also provide the City with drawings in AutoCAD
2000 format.
At the completion of the Preliminary Design Phase, the consultant
shall prepare a conceptual Opinion of Construction for both the
ultimate four lane arterial roadway option from Prospect Parkway to
the I-25 Frontage Road, and the interim two lane arterial roadway
from the existing Poudre River Bridge east to Summitview Drive.
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Phase B
Final Design – Negotiated scope using proposed unit costs after completion of
Phase A
At the final design level, the consultant will be required to provide
complete detailed design plans for the project. The final drawings
must be signed, sealed and inked on reproducible mylar – 24”x36”. A
complete set of ½ size mylar drawings are also required and must be
plotted on high quality paper. The scale of all full size drawings
should be no smaller than 1”=40’.
The consultant shall meet the City Traffic Department’s requirements
for the preparation of a detailed Traffic Study. The results of the
Traffic Study shall be used in the pavement design and to adequately
size turn lanes, access points, and intersections.
The consultant will be required to prepare all applications for
necessary permits.
The consultant shall also provide to the City Surveyor a “design
drawing” in AutoCAD 2000 or another City compatible version that
contains all of the design elements contained in the plan set and this
drawing must maintain the coordinate base established during the
initial topographic survey. (e.g. horizontal and vertical alignments)
The consultant will be required to prepare contract documents and
specifications using the Construction Specification Institute (CSI)
format. The contract documents will contain the EJCDC General
Conditions with the City of Fort Collins modifications.
The consultant will also be required to provide detailed construction
cost estimates at the 90% and 100% levels of design.
Near the completion of the Final Design Phase the consultant shall
provide the City with up to five (5) full-size, ten (10) half-size sets of
review plans, and specifications. The plans should be approximately
90%-95% complete. The consultant shall be prepared to provide the
City with drawings in electronic format as well. The consultant shall
receive comments from the City and other affected agencies and
incorporate necessary modifications into the final set of documents.
Phase C
Construction Administration – Negotiated scope using proposed unit costs after
completion of Phase B
The consultant will be required to provide construction administration,
submittal review and continuous full time field inspection for portions
of the project. The Resident Project Representative will be expected
to work as a member of a construction management team with
members from the City’s Engineering Department. This person must
be qualified and pre-approved by the City.
The Resident Project Representative, throughout the duration of the
construction, must also keep monthly progress reports as well as daily
logs.
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The consultant will also be required to produce “as constructed”
drawings on mylar at the completion of the project. Final drawings
shall also be submitted on compact disk. All material submitted at the
completion of the project shall become property of the City of Fort
Collins.
2.4 Project Schedule
It is expected the design of this project will be completed in 2002 with
construction occurring in 2003.
Section 3.0: Terms and Conditions
The payment for services, as described under the Scope of Services, shall be
based upon hourly rates as outlined in the submitted cost schedule/estimate.
The submitted cost estimate shall establish a “not to exceed” amount for the
contract. Any changes in scope to the original contract will be treated as a
negotiated change order to the contract. Reimbursables will be at cost.
Section 4.0: Evaluation
REVIEW AND ASSESSMENT PROCEDURE
Professional firms will be evaluated on the following criteria. These criteria will be the
basis for review of the written proposals as well as the oral interviews.
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.
WEIGHT
FACTOR QUALIFICATION STANDARD
2.0 Scope of Proposal Does the proposal show an understanding of the
project objectives, 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?
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2.0 Cost & 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?
2.0 Firm Capability Does the firm have the support capabilities the
assigned personnel require? Has the firm done
previous projects of this type and scope?
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Reference evaluation (Top Ranked Firm)
The Project Manager will check references using the following criteria. The evaluation
rankings will be labeled Satisfactory/Unsatisfactory.
QUALIFICIATION 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?
If Professional administered a Construction Contract, was the project functional upon
completion and did it operate properly? Were problems corrected quickly and effectively?
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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
_____ (_____) page[s], 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 _____ (_____) page[s], and incorporated herein by
this reference.
3. Time of Commencement and Completion of Services. The services to be
performed pursuant to this Agreement shall be initiated within _____ (_____) days
following execution of this Agreement. Services shall be completed no later than _____.
Time is of the essence. Any extensions of the time limit set forth above must be agreed
upon in writing by the parties hereto.
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
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fifteen (15) days prior to the termination date contained in said notice unless otherwise
agreed in writing by the parties.
All notices provided under this Agreement shall be effective when mailed, postage
prepaid and sent to the following addresses:
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.
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 negligent
performance of any of the services furnished under this Agreement. The Professional
shall maintain commercial general liability insurance in the amount of $500,000
combined single limits, and errors and omissions insurance in the amount of
___________.
6. Compensation. [Use this paragraph or Option 1 below.] In consideration
of the services to be performed pursuant to this Agreement, the City agrees to pay
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Professional a fixed fee in the amount of _____ ($_____) plus reimbursable direct costs.
All such fees and costs shall not exceed _____ ($_____). Monthly partial payments
based upon the Professional's billings and itemized statements are permissible. The
amounts of all such partial payments shall be based upon the Professional's City-verified
progress in completing the services to be performed pursuant hereto and upon the City's
approval of the Professional's actual reimbursable expenses. Final payment shall be
made following acceptance of the work by the City. Upon final payment, all designs,
plans, reports, specifications, drawings, and other services rendered by the Professional
shall become the sole property of the City.
6. Compensation. [Option 1] In consideration of the services to be
performed pursuant to this Agreement, the City agrees to pay Professional on a time and
reimbursable direct cost basis according to the following schedule:
Hourly billing rates: _____
Reimbursable direct costs: _____
with maximum compensation (for both Professional's time and reimbursable direct costs)
not to exceed _____ ($_____). 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
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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 quality, prepared on stable mylar base material using a non-fading process to
prove for long storage and high quality reproduction.
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 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
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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 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.
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17. 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 _____ (_____) page[s], 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, 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]
Doing business as ____[insert name of business]
By: __________________________________
Title: _______________________________
CORPORATE PRESIDENT OR VICE PRESIDENT
Date: _______________________________
ATTEST:
_________________________________ (Corporate Seal)
Corporate Secretary
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CITY OF FORT COLLINS
ADDENDUM No. 1
PROSPECT ROAD IMPROVEMENTS
SPECIFICATIONS AND CONTRACT DOCUMENTS
Description of Bid P-816 Prospect Road Improvements
OPENING DATE: December 12, 2001, 3:00p.m. (Our Clock)
To all prospective bidders under the specifications and contract documents described
above, the following changes are hereby made.
1. Change of Opening Date: Proposals will be received before 3:00p.m. (our
clock), December 19, 2001.
2. The Traffic Study will be moved from Phase B to Phase A. A Traffic Model is not
required.
3. December 14, 2001, 5:00p.m. (our clock) will be the cutoff for submitting
questions.
If you have any questions please contact John Stephen, CPPB, Senior Buyer, at 970-
221-6779.
RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN
STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM
HAS BEEN RECEIVED.
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CITY OF FORT COLLINS
ADDENDUM No. 2
P-816
PROSPECT ROAD IMPROVEMENTS
SPECIFICATIONS AND CONTRACT DOCUMENTS
Description of Bid P-816 PROSPECT ROAD IMPROVEMENTS
OPENING DATE: December 19, 2001, 3:00p.m. (Our Clock)
To all prospective bidders under the specifications and contract documents described
above, the following changes are hereby made.
The City will review potential habitats for threatened and endangered species. No cost
for these services should be proposed other than incorporating the review results into the
project.
An environmental site assessment (ESA) will not be included for properties in the area
where potential right-of-way is required.
It is anticipated that Anderson Consulting will provide a preliminary sized structure
opening at Boxelder Creek for cost estimating purposes.
Costs should be included for identification and acquisition of R.O.W. and easements.
The City Surveyor will prepare the legal descriptions and exhibits.
If you have any questions please contact John Stephen, CPPB, Senior Buyer, at 970-
221-6777.
RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN
STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM
HAS BEEN RECEIVED.
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