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HomeMy WebLinkAboutRFP - P850 POUDRE FIRE AUTHORITY ARCHITECTURE SERVICESCity of Fort Collins Administrative Services Purchasing Division REQUEST FOR PROPOSAL CITY OF FORT COLLINS POUDRE FIRE AUTHORITY - ARCHITECTURAL SERVICES PROPOSAL NO. P-850 PROPOSAL DATE: JULY 17, 2002, 3:00 p.m. (our clock) 215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 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 is 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/Notices. 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 mailed 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 address: City Service Provider In the event of early termination by the City, the Service Provider shall be paid for services rendered to the termination date, 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. This is an open-end indefinite quantity Agreement with no fixed price. The actual amount of work to be performed will be stated on the individual Work Orders. The City makes no guarantee as to the number of Work Orders that may be issued or the actual amount of services which will in fact be requested. No Work Order of or more shall be issued. WOSA 10/97 8. Payments. a. The City agrees to pay and the Service Provider agrees to accept as full payment for all work done and all materials furnished and for all costs and expenses incurred in performance of the work the sums set forth for the hourly labor rate and material costs, with markups, stated within the Bid Schedule Proposal Form, attached hereto as Exhibit "B", consisting of () page[s], and incorporated herein by this reference. b. Payment shall be made by the City only upon acceptance of the work by the City and upon the Service Provider furnishing satisfactory evidence of payment of all wages, taxes, supplies and materials, and other costs incurred in connection with the performance of such work. 9. City Representative. The City's representative will be shown on the specific Work Order and shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the work requested. All requests concerning this Agreement shall be directed to the City Representative. 10. Independent Contractor. It is agreed that in the performance of any services hereunder, the Service Provider is an independent contractor responsible to the City only as to the results to be obtained in the particular work assignment and to the extend that the work shall be done in accordance with the terms, plans and specifications furnished by the City. 11. 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. 12. 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 under the Agreement or of any cause of action arising out of the performance of this Agreement. WOSA 10/97 13. 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) Unless otherwise provided in the Agreement, all materials and equipment incorporated into any work shall be new and, where not specified, of the most suitable grade of their respective kinds for their intended use, and all workmanship shall be acceptable to City. (c) Service Provider warrants all equipment, materials, labor and other work, provided under this Agreement, except City -furnished materials, equipment and labor, against defects and nonconformances in design, materials and workmanship/workwomanship 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 item or part thereof shall be redesigned, repaired or replaced by Service Provider in a manner and at a time acceptable to City. 14. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default thereof. 15. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred because of the default. 16. Bindinq Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, WOSA 10/97 employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representative, successors and assigns of said parties. 17. 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 "D", consisting of ( ) page[s], 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, 256 West Mountain Avenue, Fort Collins, Colorado 80521 one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the city. 18. 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. 19. Law/Severability, This Agreement shall be governed in all respect by the laws of the State of Colorado. 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. WOSA 10/97 20. 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. WOSA 10/97 CITY OF FORT COLLINS, COLORADO a municipal corporation By: John F. Fischbach City Manager By: James B. O'Neill II, CPPO Director of Purchasing and Risk Management Date: ATTEST: City Clerk APPROVED AS TO FORM: Assistant City Attorney [INSERT CORPORATIONS NAME] or [Insert Partnership name] or [Insert individual's name] Doing business as [Insert name of business] By: PRINT NAME CORPORATE PRESIDENT OR VICE PRESIDENT Date: ATTEST: CORPORATE SECRETARY WOSA 10/97 (Corporate Seal) EXHIBIT "A" WORK ORDER FORM PURSUANT TO AN AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND DATED: Work Order Number: Purchase Order Number: Project Title: Commencement Date: Completion Date: Maximum Fee: (time and reimbursable direct costs): Project Description: Scope of Services: Acceptance User Service Provider agrees to perform the The attached forms consisting of (_) services identified above and on the pages are hereby accepted and attached forms in accordance with the terms incorporated herein by this reference, and and conditions contained herein and in the Notice to Proceed is hereby given. Services Agreement between the parties. In the event of a conflict between or ambiguity in the terms of the Services Agreement and this work order (including the attached forms) the Services Agreement shall control. City of Fort Collins By: Service Provider Date: WOSA 10/97 TABLE OF CONTENTS Request for Proposal Page 1 I. General Information Page 2 ll. Submittal Page 3 III. Schedule Page 3 IV. Review and Assessment Page 4 Professional Service Agreement (Workorder) Pages 1-9 REQUEST FOR PROPOSAL CITY OF FORT COLLINS POUDRE FIRE AUTHORITY - ARCHITECTURAL SERVICES PROPOSAL NO. P-850 The City of Fort Collins is requesting proposals from firms for architectural and engineering services related to the design and construction of new fire stations and the renovation of existing facilities. A copy of the RFP may be obtained as follows: 1. Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to request document #30850. (The RFP number must be preceded by a 2 when using the Fax -line.) 2. Download the RFP from the Purchasing Webpage, Current RFPs 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 RFP. Written proposals, five (5) will be received at the City of Fort Collins' Purchasing Division, 215 N Mason, Fort Collins, Colorado 80522. Proposals will be received before 3:00 p.m. (our clock), July 17 ,2002. Proposal No. P-850. Questions concerning the scope of the project should be directed to the Project Manager, Bob Poncelow, Battalion Chief, Poudre Fire Authority, (970) 221-6570. Questions regarding proposals submittal or process should be directed to John Stephen, CPPB, Senior Buyer, (970) 221-6775. Sales prohibited/conflict of interest: No officer, employee, or their dependent or person residing in and sharing the expenses of their household, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies, or services. This rule also applies to subcontracts with the City. This shall not apply to members of any authority, board, committee or commission of the City, other than the members of the City Council. Soliciting or accepting any gift, gratuity favor, entertainment, kick -back 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. Any vendor knowing of this type of activity is encouraged to report in confidence to the Director of Purchasing and Risk Management, Director of Finance, City Attorney or City Manager so the matter can be dealt with. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. If you are a sub -consultant, please send us a letter stating that participation so you are not removed from this list. Sincerely, s B. O'Neill II, CPPO, FNIGP ector of Purchasing &Risk Management 3 GENERAL INFORMATION The Poudre Fire Authority (PFA) intends to select an architectural firm for architectural and engineering services related to the design and construction of new fire stations and the renovation of existing facilities. New stations will be similar in design to the "prototype" Fire Station Twelve located at 321 Country Club Rd. A copy of the Station Twelve plans is available for viewing at the PFA Administrative Offices, 102 Remington Street. The selected firm may also perform services on a work order contract related to the renovation of current PFA facilities. The PFA needs at a minimum, planning, architectural, civil, structural, mechanical, environmental, electrical, lighting, and interior design professional services. These all are to be included in a single Professional Services Agreement. The PFA desires to have the professional firm provide the denoted services. The types of work ordered may include, but will not be limited to: site analysis; space planning and management, concept design, design development, construction documents, cost estimating, construction administration, geotechnical and environmental assessments and reports. In the event it becomes necessary to revise any part of the "Request for Proposal" or if additional information is necessary to enable the Proposer to make an adequate interpretation of the provisions of this "Request for Proposal," a supplement to the "Request for Proposal" will be provided to each Proposer. Each Proposal shall state it is valid for a period of not less than ninety (90) days from date of bid opening. Further, the PFA retains the right to reject all proposals and re -solicit, if deemed to be in the best interest of the PFA. The actual amount of work to be performed, the time of such performance and the location of work, will be determined by the Project Manager who will issue formally executed work orders or contracts. The only work authorized under this contract is that which is performed after receipt of such work orders or contracts. The PFA makes no guarantee as to the number of work orders or actual amount of services which will in fact be requested. The PFA works through the City of Fort Collins Facility Services which has Auto -CAD - Release 14.0. Therefore, the hired firms must have the capability of providing us appropriate drawings on disks which can be read by AutoCAD. For space management, the City uses "FM:Space-Mgt." software by FM:Systems. Construction documents should be prepared using the CSI format and the City of Fort Collins modified EJCDC General Conditions and City standard contract documents. These documents will be provided by the City of Fort Collins. Projects located within the boundaries of the City of Fort Collins may be subject to the City's Land Development Process. A detailed Scope of Work for each project and exact services desired will be developed during the work order process. The maximum fee for individual work orders is $50,000 2 Point of contact for this contract is Bob Poncelow, Battalion Chief, Poudre Fire Authority, 102 Remington St., Fort Collins, CO 80524, (970) 221-6570. II. SUBMITTAL Qualified Proposer's interested in the work described in this Request for Proposal should submit a minimum of the following information: A. Qualifications of: 1. Your firm. 2. Members of your staff and consultants proposed to perform work on PFA projects. B. Your approach to the design and management of proposed PFA projects. C. Provide cost break down of hourly rates for all personnel and consultants. The design and bidding portions of work will be done on a fixed fee basis and services during construction will be hourly with a not -to -exceed cost. D. References from at least three projects that have been completed during the past three years performed by the staff listed in A.2. Firms should make particular note of any previous experience with fire station design. III. SCHEDULE It is the intent of the PFA to order A & E services for a period of one year with the option to renew services annually for an additional four years. A definitive design and/or engineering services schedule will be developed for each desired service at the time of work initiation. The schedule for this Request for Proposal is: Proposals due to City of Fort Collins Purchasing Dept. July 17, 2002 Interview of 3 highest ranked A & E firms WEEK OF July 29, 2002 3 IV. REVIEW AND ASSESSMENT Professional firms will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals, as well as for the oral interviews of the top ranked firms. 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 factors for the criteria are listed adjacent to the qualification. WEIGHTING FACTOR QUALIFICATION STANDARD Scope of Proposal 2.0 Does the proposal show an understanding of the contract objectives and the disciplines to be included? 2.0 Assigned Personnel Does the personnel who will be working under this contract have the necessary skills and experience to produce quality work? 1.0 Availability Upon receipt of a work order can the required work start quickly? Can reasonable target dates be met? Are other qualified personnel available to assist in meeting project schedules if required? Are contract personnel available to quickly address project issues? 2.0 Motivation What degree of interest is shown? Does the firm state they will do the work within the PFA's required time frames? 2.0 Cost Do the proposed consultant costs compare favorably with the PFA's experience? Are they reasonable? 2.0 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm held previous contracts of this type? 0 Reference Evaluation (Top Ranked Firm): The Project Manger will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Inadequate. QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required by this contract? Timetable Were Scopes of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Professionals responsive to client needs; did the Professional anticipate problems? Were problems solved quickly and effectively? Budget Were the Scopes of Work completed within project budgets? 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? c) Was the professional able to foresee difficulties in the project and plan appropriately? 5 SERVICES AGREEMENT WORK ORDER TYPE THIS AGREEMENT made and entered into the day and year set forth below, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and , 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: 1. Services to be Performed. a. This Agreement shall constitute the basic agreement between the parties for services for The conditions set forth herein shall apply to all services performed by the Service Provider on behalf of the City and particularly described in Work Orders agreed upon in writing by the parties from time to time. Such Work Orders, a sample of which is attached hereto as Exhibit "A", consisting of ( ) page[s], and incorporated herein by this reference, shall include a description of the services to be performed, the location and time for performance, the amount of payment, any materials to be supplied by the City and any other special circumstances relating to the performance of services. No workorder shall exceed $ . The only services authorized under this agreement are those which are performed after receipt of such Work Order, except in emergency circumstances where oral work requests may be issued. Oral requests for emergency actions will be confirmed by issuance of a written Work Order within two (2) working days. WOSA 10/97 b. The City may, at any time during the term of a particular Work Order and without invalidating the Agreement, make changes within the general scope of the particular services assigned and the Service Provider agrees to perform such changed services. 2. Changes in the Work. The City reserves the right to independently bid any services rather than issuing work to the Service Provider pursuant to this Agreement. Nothing within this Agreement shall obligate the City to have any particular service performed by the Service Provider. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated as specified by each written Work Order or oral emergency service request. Oral emergency service requests will be acted upon without waiting for a written Work Order. Time is of the essence. 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 90 days prior to contract end. 4. Contract Period. [Option 2] This Agreement shall commence 199_, and shall continue in full force and effect until , 199_, unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed _ (_) additional one year periods. Pricing changes shall be negotiated by and agreed to by both parties and may not exceed the Denver - Boulder CPI-U as published by the Colorado State Planning and Budget Office. Written notice of renewal shall be provided to the Service Provider and mailed no later than 90 days prior to contract end. WOSA 10/97