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HomeMy WebLinkAboutRFP - 2207939 P 853City of Fort Collins Administrative Services Purchasing Division REQUEST FOR PROPOSAL CITY OF FORT COLLINS MARKET RESEARCH PROPOSAL NUMBER P-853 PROPOSAL DATE: 3:00 p.m.(our clock) JULY 25, 2002 215 North Mason Street - 2nd Floor - PO. Box 580 - Fort Collins, CO 80522-0580 - (970) 221-6775 - FAX (970) 221-6707 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 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. PSA 05101 5 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 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 PSA 05101 G 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. PSA 05101 7 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] M Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: ATTEST: Corporate Secretary (Corporate Seal) PSA 05101 2 REQUEST FOR PROPOSAL City of Fort Collins Proposal Number P-853 The City of Fort Collins is seeking proposals from firms for market research. In 1999/2000, Fort Collins Utilities conducted comprehensive market research for all customer segments as part of its strategic planning process. The plan calls for performance benchmarking through periodic market research. In December 2001, the Fort Collins Mayor and City Council requested that the Electric Board include in their 2002 Work Plan the development of a draft Electric Energy Supply Policy. The Board has been requested to work with staff in developing a draft policy for Council's consideration on four issues including electric rates, reliability, demand -side management and wind power. A specific expectation included a "significant emphasis on demand -side management and wind power to assist in deferring the construction of any new fossil fuel power plants." Fort Collins Utilities and the Electric Board recognize that the success of an energy supply policy will rely on interest and acceptance from Fort Collins citizens. The Utilities is seeking proposals to conduct research and make recommendations about the following: • Benchmarking to previous research aspects including measurement of top service variables (approximately 12) and Fort Collins Utilities performance in those areas • Overall rating of Fort Collins Utilities performance in its four utility service areas: Electric, Water, Wastewater, Stormwater. The selected consultant will receive a copy of previous research at project onset. • Brand awareness • Fort Collins Utilities' customer attitudes, perceptions and price tolerances about wind and other renewable electric power offerings, and demand -side management efforts to gain energy efficiency • Renewable power and energy efficiency program offerings from other similar utilities, including rate structures, market penetration and promotional strategies 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), July 25, 2002. Proposal No. P-853. 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 Patty Bigner, Project Manager, (970) 416-2432. Questions regarding proposals submittal or process should be directed to Opal F. Dick, CPPO, Senior Buyer, (970) 221-6778. 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 #30853. 2. Download the Proposal/Bid from the Purchasing Webpage, www.fQqov.com/purchasing. 3. Come by Purchasing at 215 North Mason St., 2Id 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, 4J�� S S�ames B. O'Neill II, CPPO, FNIGP _Director of Purchasing & Risk Management 2 Background Information The City of Fort Collins is a community of over 100,000 highly educated and involved residents located approximately 60 miles north of Denver along Interstate 25. The City utilizes a city manager form of government and is governed by an elected seven member Council, including and elected mayor. The Utilities provides electric, water, wastewater and stormwater services to the community. The Utilities General Manager reports directly to the City Manager. Two citizen advisory boards, the Electric Board and Water Board advise Council regarding electric and water utility policy issues. Council appoints Board Members. Description of the Electric Utility, Electric Board, Wind Power Program, Energy Services Program Electric Utility The electric utility operates as a municipal utility wholly owned by Fort Collins citizens since 1935. In 1973, when operations at the City's generation plant were no longer financially feasible, the City of Fort Collins joined with municipal governments in Loveland, Estes Park and Longmont to create the Platte River Power Authority (PRPA), a joint action agency. PRPA allows the four cities to share the costs and benefits of generating, transmitting and exchanging electric power. Fort Collins Utilities owns and operates the distribution system. Electric Board The Fort Collins Electric Board was created by City Council action on August 20, 1991. The primary function of the Board, as state in Ordinance No. 100, 1991 is "To advise the City Council on policy matters pertaining to the municipal electric system." Energy Services Energy Services programs provide an opportunity for partnership with Fort Collins Utilities commercial and residential customers by offering innovative design and energy solutions to improve efficiency and reduce cost. These programs include commercial/industrial energy audits, design assistance, lighting demonstrations, and Zero Interest Loans for Conservation Help (ZILCH) and several Demand -Side Management programs. Wind Program On April 12, 1998, two 600 kW wind turbines near Medicine Bow, Wyoming began generating energy at a site developed by PRPA. Wind energy as a renewable source of electricity was developed in response to several factors including customer interest and interest on the part of the Electric Board. At the time, the potential of electric energy deregulation appeared to be likely and a program appealing to the green market would be of benefit in a competitive market. The Wind Power Program was developed as a pilot program in order to control financial risk and test the Fort Collins market for interest and support. Wind energy was offered as a green -pricing program, and customer response to the program has been sufficient to expand the program several times. Fort Collins Utilities currently purchases the equivalent of 5.5 turbines and plans to purchase an additional 660kW of wind energy (capacity of one turbine) beginning September 1, 2002. The City of Fort Collins and New Belgium Brewery purchase the energy from one turbine each. Residential customers and other commercial customer purchase the remaining energy produced. These purchases represent approximately 1 percent of current electric power sold to Fort Collins customers. Expected Results The following is a brief outline of the expected results of the research and consulting effort: Deliverables: 1. Development of market research methodology, including survey instruments, vendor hiring and management, and research report. 2. Secondary research to provide information on renewable and energy efficiency programs offered by other utilities, especially municipal utilities of similar size to Fort Collins Utilities. 3. Recommendations based on customer perceptions found in primary and secondary research. Expected Outcome 1. Fort Collins Utilities and the Electric Board will have current information about attitudes, perceptions and price tolerances among commercial and residential customers with regard to expansion of the wind power and other renewable energy programs, and energy efficiency programs based on objective, statistically valid market research. 2. Fort Collins Utilities and the Electric Board will have additional information on policy development, marketing strategies and program acceptance experienced in similar communities on which to base their assumptions about the success of an expanded renewable program in Fort Collins. Submittal Qualified consultants interested in the work described in the RFP should submit a minimum of the following information to the City: • Statement of understanding of the Utilities' situation, needs and objectives • Proposed consulting and research approach • Proposed scope of services • Proposed consulting team • Proposed schedule of activities • Service rate schedule (hourly rates applicable to consulting team members • Proposed range of project cost • Firm qualifications including reference projects and contacts, consultant's resume The City of Fort Collins reserves the right to use the selected consultants for future projects. k! REVIEW AND ASSESSMENT Professional firms will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals. Evaluation may also include an 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 QUALIFICATION STANDARD FACTOR 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? 1.0 Motivation Is the firm interested and are they capable of doing the work in the required time frame? 2.0 Cost and Do the proposed cost and work hours compare Work Hours 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? 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? 2/9/00 2 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 1, 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 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: PSA 05101 3 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 $500,000 combined single limits, and errors and omissions insurance in the amount of 6. Compensation. [Use this paragraph or Option 1 below.] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional a fixed fee in the amount of ($ ) 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 PSA 05101 4