HomeMy WebLinkAboutBID - 5724 TRANSFORT BUS SCHEDULESAdministrative Services
Purchasing Division
CITY OF FORT COLLINS
City of Fort Collins INVITATION TO BID
BID #5724
TRANSFORT BUS SCHEDULES
BID OPENING: AUGUST 5, 2002, 2:OOP.M. (our clock)
Sealed bids will be received and publicly opened at the office of the Director Of
Purchasing and Risk Management, PO Box 580, 215 North Mason St., 2nd floor, Fort
Collins, Colorado 80522, at the time and date noted on the bid proposal and/or contract
documents. If delivered, they are to be sent to 215 North Mason Street, 2"' Floor, Fort
Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-
0580.
Bids must be received at the Purchasing Office prior to 2:00p.m. (our clock),
August 5, 2002.
A copy of the Bid may be obtained as follows:
Call the Purchasing Fax -line, 970-416-2033 and follow the verbal
instruction to request document #25724. (The bid number must be
preceded by a 2 when using the Fax -line.)
2. Download the Bid from the Purchasing Webpage, Current Bids page, at:
www.fcgov.com/purchasing.
3. Come by Purchasing at 215 North Mason St., 2nd floor., Fort Collins, and
request a copy of the Bid.
Special Instructions
All bids must be properly signed by an authorized representative of the company with
the legal capacity to bind the company to the agreement. Bids may be withdrawn up to
the date and hour set for closing. Once bids have been accepted by the City and closing
has occurred, failure to enter into contract or honor the purchase order will be cause for
removal of supplier's name from the City of Fort Collins' bidders list for a period of twelve
months from the date of the opening. The City may also pursue any remedies available
at law or in equity. Bid prices must be held firm for a period of forty-five (45) days after
bid openings.
Submission of a bid is deemed as acceptance of all terms, conditions and specifications
contained in the City's specifications initially provided to the bidder. Any proposed
modification must be accepted in writing by the City prior to award of the bid.
Only bids properly received by the Purchasing Office will be accepted. All bids should
be clearly identified by the bid number and bid name contained in the bid proposal.
No proposal will be accepted from, or any purchase order awarded, to any person, firm
or corporation in default on any obligation to the City.
215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collin , CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707
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. Indemnity/Insurance. a. The Service Provider agrees to indemnify and
save harmless the City, its officers, agents and employees against and from any and all
actions, suits, claims, demands or liability of any character whatsoever brought or
asserted for injuries to or death of any person or persons, or damages to property arising
out of, result from or occurring in connection with the performance of any service
hereunder.
b. The Service Provider shall take all necessary precautions in performing the
work hereunder to prevent injury to persons and property.
c. Without limiting any of the Service Provider's obligations hereunder, the
Service Provider shall provide and maintain insurance coverage naming the City as an
additional insured under this Agreement of the type and with the limits specified within
Exhibit _, consisting of (_) pages[sj, attached hereto and incorporated
herein by this reference. The Service Provider before commencing services hereunder,
shall deliver to the City's Director of Purchasing and Risk Management, P. O. Box 580,
Fort Collins, Colorado 80522 one copy of a certificate evidencing the insurance
coverage required from an insurance company acceptable to the City.
17. Entire Agreement. This Agreement, along with all Exhibits and other
documents incorporated herein, shall constitute the entire Agreement of the parties.
Covenants or representations not contained in this Agreement shall not be binding on
the parties.
18. 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
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competent jurisdiction, such holding shall not invalidate or render unenforceable any
other provision of this Agreement.
19. 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.
CITY OF FORT COLLINS, COLORADO
a municipal corporation
By:
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing and Risk Management
[Insert Corporation's name] or
[Insert Partnership name] or
[Insert individual's name]
Doing business as _[insert name of business]
PRINT NAME
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
(Corporate Seal)
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EXHIBIT B
INSURANCE REQUIREMENTS
The Service Provider will provide, from insurance companies acceptable to the City, the
insurance coverage designated hereinafter and pay all costs. Before commencing work under
this bid, the Service Provider shall furnish the City with certificates of insurance showing the
type, amount, class of operations covered, effective dates and date of expiration of policies, and
containing substantially the following statement:
"The insurance evidenced by this Certificate will not be cancelled or materially altered, except
after ten (10) days written notice has been received by the City of Fort Collins."
In case of the breach of any provision of the Insurance Requirements, the City, at its option,
may take out and maintain, at the expense of the Service Provider, such insurance as the City
may deem proper and may deduct the cost of such insurance from any monies which may be
due or become due the Service Provider under this Agreement. The City, its officers, agents
and employees shall be named as additional insureds on the Service Provider's general liability
and automobile liability insurance policies for any claims arising out of work performed under
this Agreement.
2. Insurance coverages shall be as follows:
A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain
during the life of this Agreement for all of the Service Provider's employees engaged in
work performed under this agreement:
Workers' Compensation insurance with statutory limits as required by Colorado
law.
2. Employer's Liability insurance with limits of $100,000 per accident, $500,000
disease aggregate, and $100,000 disease each employee.
B. Commercial General & Vehicle Liability. The Service Provider shall maintain during the
life of this Agreement such commercial general liability and automobile liability insurance
as will provide coverage for damage claims of personal injury, including accidental
death, as well as for claims for property damage, which may arise directly or indirectly
from the performance of work under this Agreement. Coverage for property damage
shall be on a "broad form" basis. The amount of insurance for each coverage,
Commercial General and Vehicle, shall not be less than $500,000 combined single limits
for bodily injury and property damage.
In the event any work is performed by a subcontractor, the Service Provider shall be
responsible for any liability directly or indirectly arising out of the work performed under
this Agreement by a subcontractor, which liability is not covered by the subcontractor's
insurance.
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Attachment A — Timeline for 2003 Transfort Schedules
September 9, 2002 All Changes due to Vendor
September 16, 2002 First proof due to Transfort
September 23, 2002 First proof due back to Vendor (with any proposed
changes)
September 30, 2002
Second proof due to Transfort
October 7, 2002
Second proof with changes due back to Vendor
October 14, 2002
Third and Final proof due to Transfort
October 21, 2002
Final proof with changes due back to Vendor
October 28, 2002
Sign off on English version; sent to translator for
Spanish version
November 4, 2002
Transfort to receive Spanish version
November 11, 2002
Spanish proof due to Transfort
November 18, 2002
Both versions of schedule delivered to printer
November 25, 2002
Review match prints
December 4, 2002
Match prints signed off and returned to printer
December 18, 2002
Finished schedules delivered to Transfort
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Attachment B
Source: City of Fort Collins/CDOT contract 02HTD00028, Jan. 9, 2002
21 GRANT ASSURANCES
21.1 Since this grant contract invovles the expenditures of federal funds,
the grantee/local agency/contractor shall at all times during the
execution of this contract strictly adhere to and comply with all
applicable federal laws and regulations, as they currently exist and
may hereafter be amended, which are incorporated herein by this
reference as terms and conditions of this contract. The grantee/local
agency/contractor shall also require compliance with these statutes
and regulations in subgrant agreements entered into under this
contract. Federal laws and regulations that may be applicable include:
21.2 The Uniform Administrative Requirements for Grants and Cooperative
Agreements to State and Local Governments (Common Rule), at 49
Code of Federal Regulations, Part 18, or the "Uniform Administrative
Requirements for Grants and Agreements with Non -Profit Organizations",
at 49 Code of Federal Regulations, Part 19, as applicable. The
requirements of 49 CFT Part 18, or Part 19, include, without limitation:
1) the Contractor shall follow applicable procurement procedures, as
required by section 18.36(d) or 19.36.(d);
2) the Contractor shall request and obtain prior CDOT approval of
changes to any subcontracts in the manner, and to the extent
required by, applicable provisions of section 18.30 or section
19.30;
3) the Contractor shall comply with section 18.37 or section 19.37
concerning any subgrants;
4) to expedite any CDOT approval, the Contractor's attorney, or
other authorized representative, shall also submit a letter to CDOT
certifying Contractor compliance with section 18.30 or section
19.30 change order procedures, and with 18.36(d) or section
19.36(d) procurement procedures, and with section 18.37 or
section 19.37 subgrant procedures, as applicable;
5) the Contractor shall incorporate the specific contract provisions
described in section 18.36(i) or section 19.36(i) (which are also
deemed incorporated herein) into any subcontract(s) for such
services as terms and conditions of those subcontracts.
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Bids must be furnished exclusive of any federal excise tax, wherever applicable.
Bidders must be properly licensed and secure necessary permits wherever applicable.
Bidders not responding to this bid will be removed from our automated vendor listing for
the subject commodities.
The City may elect where applicable, to award bids on an individual item/group basis or
on a total bid basis, whichever is most beneficial to the City. The City reserves the right
to accept or reject any and all bids, and to waive any irregularities or informalities.
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.
Freight terms: unless otherwise noted, all freight is F.O.B. Destination, Freight Prepaid.
All freight charges must be included in prices submitted on proposal.
Discounts: any discounts allowed for prompt payment, etc., must be reflected in bid
figures and not entered as separate pricing on the proposal form.
Purchasing restrictions: your authorized signature of this bid assures your firm's
compliance with the City's purchasing restrictions. A copy of the resolutions are
available for review in the Purchasing Office or the City Clerk's Office. Request
Resolution 91-121 for cement restrictions.
Collusive or sham bids: any bid deemed to be collusive or a sham bid will be rejected
and reported to authorities as such. Your authorized signature of this bid assures that
such bid is genuine and is not a collusive or sham bid.
Bid results: for information regarding results for individual bids send a self-addressed,
self -stamped envelope and a bid tally will be mailed to you. Bid results will be posted in
our office 7 days after the bid opening.
J es B. 'Neill II, CPPO, FNIGP
rector of Purchasing and Risk Management
CITY OF FORT COLLINS
BID PROPOSAL
BID #5724
TRANSFORT BUS SCHEDULES
BID OPENING: AUGUST 5 2002 2.00 p.m. (our clock)
WE HEREBY ENTER OUR BID FOR THE CITY OF FORT COLLINS' REQUREMENTS
FOR TRANSFORT BUS SCHEDULES PER THE BID INVITATION AND ANY
REFERENCED SPECIFICATIONS:
The City of Fort Collins Transfort Bus Division is seeking bids from qualified vendors to
provide all graphic design/layout, typeset, production, printing press checking, and onsite
meetings with Transfort personnel to develop the Transfort Bus Schedules. Transfort is
looking for a turnkey program; the successful Bidder will be required to coordinate all
aspects of graphic design and production of the final printed product.
PROGRAM REQUIREMENTS
1. Schedules to be printed on Mead 60# text with 4-color (cmyk). All vendors must bid
this stock; other stock can be proposed as "options". Transfort Marketing reserves
the right to determine if optional stock proposed is the "equivalent" of Mead 60#.
2. It is preferable that graphics be on IBM-compatible PC; or proofed out and approved
before conversion. Vendors must be willing to work with City IT and/or Graphics
personnel to ensure system compatibility with City systems; before the final
Bid Award can be made. The successful vendor will design brochure, including
timetables and maps. Layouts must be able to convert to our website.
3. Timetables and maps must be in Adobe Illustrator 8.0; and be capable of being
imported into IBM-compatible InDesign 2 or Adobe PageMaker 6.5. Also, they must
be IBM-compatible Adobe PhotoShop 6.0/Imageready, for the Web.
4. Maps must be rebuilt. All deadlines must be met, working backwards from
December 18, 2002 Final Delivery Date (for 2003 Schedules). See Attachment A for
Deadline Dates for the 2003 Transfort Bus Schedules.
5. At least one (1) Graphics Rep. and one (1) Account Rep. must be able to physically
attend all scheduled meetings at Transfort Marketing in Fort Collins, Colorado.
6. 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. First year award will
cover all printing done in calendar years 2002 and 2003. The successful vendor will
be expected to sign the City's standard Service Agreement.
7. Please base bids on the following quantities:
English schedules: 55,000 pieces
Spanish schedules: 5,000 pieces
All -Route Maps: 100 pieces
Individual -Route Maps: 375 pieces (15 routes x 25/route = 375 pieces)
Specifications (Actual quantities may vary)
English language schedules: Mead 60# text with 4-color (cmyk). All vendors must bid
this stock; other stock can be proposed as "options". Flat unfolded size is 14" wide x 8.5"
deep (previous number of pages was 9 at the unfolded size, but may change depending
on route information). Prints on both sides. Folds and saddle stitches once to 7.5" x 8.5
deep, and folds again to 3.5 wide x 8.5".
Spanish language schedules: Stock and dimensions same as English version. Cover
needs to have a noticeable visual difference, to distinguish it from the English version.
All -Route maps: 15" x 15", printed on Mead Dull 80# cover. All vendors must bid this
stock; other stock can be proposed as "options". Prints 4/4 Process Color, Plus
Aqueous, Full Bleeds. Files vision linked for film output, Matchprint, and Blueline.
Individual -Route Maps: 8.5' x 11", Mead 60# text with 4-color (cmyk). All vendors must
bid this stock; other stock can be proposed as 'options". Individual route color to
correspond with that used on the All -Route maps.
Samples of the current Bus Schedules are available for viewing in the City of Fort
Collins Purchasing Office at 215 North Mason, 2nd Floor.
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BID FORM
ITEM
QUANTITY
PRICE PER 1,000
TOTAL
-English Schedule
55,000
-Spanish Schedule
5,000
All -Route Maps
100
Individual -Route
Maps
375
GRAND TOTAL
FIRM
ADDRESS:
TELEPHONE:
BID SUBMITTED BY:
SIGNATURE:
DATE:
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 hereinafter
referred to as "Service Provider".
W ITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is
agreed by and between the parties hereto as follows:
Scope of Services. The Service Provider 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 a writing signed by the parties.
4. Contract Period. [Option 1] 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, 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.
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4. Contract Period. [Option 21 This Agreement shall commence
200_, and shall continue in full force and effect until 200_, unless sooner
terminated as herein provided. In addition, at the option of the City, the Agreement may
be extended for additional one year periods not to exceed _ (_) additional one year
periods. Pricing changes shall be negotiated by and agreed to by both parties and may
not exceed the Denver - Boulder CPI-U as published by the Colorado State Planning
and Budget Office. Written notice of renewal shall be provided to the Service Provider
and mailed no later than ninety (90) days prior to contract end.
5. Delay. If either party is prevented in whole or in part from performing its
obligations by unforeseeable causes beyond its reasonable control and without its fault
or negligence, then the party so prevented shall be excused from whatever performance
is prevented by such cause. To the extent that the performance is actually prevented,
the Service Provider must provide written notice to the City of such condition within
fifteen (15) days from the onset of such condition.
6. 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 Service Provider. 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:
City:
Service Provider:
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In the event of early termination by the City, the Service Provider shall be paid for
services rendered to the date of termination, subject only to the satisfactory performance
of the Service Provider's obligations under this Agreement. Such payment shall be the
Service Provider's sole right and remedy for such termination.
7. Contract Sum. The City shall pay the Service provider for the
performance of this Contract, subject to additions and deletions provided herein, the sum
of Dollars ($ ). [Option Cost Breakdown is attached Exhibit "C"]
8. City Representative. The City will designate, prior to commencement of
the work, its representative who shall make, within the scope of his or her authority, all
necessary and proper decisions with reference to the services provided under this
agreement. All requests concerning this agreement shall be directed to the City
Representative.
9. Independent Service provider. The services to be performed by Service
Provider are those of an independent service provider and not of an employee of the
City of Fort Collins. The City shall not be responsible for withholding any portion of
Service Provider's compensation hereunder for the payment of FICA, Workmen's
Compensation or other taxes or benefits or for any other purpose.
10. Personal Services. It is understood that the City enters into the
Agreement based on the special abilities of the Service Provider and that this Agreement
shall be considered as an agreement for personal services. Accordingly, the Service
Provider shall neither assign any responsibilities nor delegate any duties arising under
the Agreement without the prior written consent of the City.
11. Acceptance Not Waiver. 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 or cause of action arising out
of performance of this Agreement.
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12. Warranty.
a. Service Provider warrants that all work performed hereunder shall be
performed with the highest degree of competence and care in accordance
with accepted standards for work of a similar nature.
b. All goods supplied to the City shall be of the grade and quality specified
hereunder, or, if not specified, of the most suitable grade and quality of
their respective kinds for their intended use.
C. Service Provider warrants all goods, provided under this Agreement,
except City -furnished goods, against defects and nonconformances in
grade for a period beginning with the start of the work and ending twelve
(12) months from and after final acceptance under the Agreement,
regardless whether the same were furnished or performed by Service
Provider or by any of its subcontractors of any tier. Upon receipt of
written notice from City of any such defect or nonconformances, the
affected good shall be replaced by Service Provider in a manner and at a
time acceptable to City.
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
thereof.
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
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