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HomeMy WebLinkAboutRFP - P877 HISTORIC PRESERVATION CONSULTANTCity of Fort Collins Administrative Services Purchasing Division REQUEST FOR PROPOSAL CITY OF FORT COLLINS PROPOSAL NUMBER P-877 HISTORIC PRESERVATION CONSTRUCTION CONSULTANT PROPOSAL DATE: JANUARY 15, 20039 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 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 05/01 2 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 05/01 3 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 05/01 4 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. 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. ATTEST: City Clerk PSA 05/01 THE CITY OF FORT COLLINS, COLORADO M John F. Fischbach City Manager in James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management DATE: 5 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] in Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: ATTEST: Corporate Secretary (Corporate Seal) PSA 05/01 EXHIBIT A II SCOPE OF WORK BACKGROUND INFORMATION The historic 1882 Franz -Smith Cabin originally stood near South Shields and Harmony Roads until it was displaced in 1987 with the development of a new subdivision. The Larimer County Historic Alliance relocated the cabin to Livermore, and in 2000, the Fort Collins Museum, through grant assistance, moved the cabin to its grounds in Library Park and became the steward of this significant structure. In 2001, a structural assessment was performed on the cabin to evaluate the cabin's condition and to determine restoration needs including scope of work and cost. This information was used for the Building Restoration grant application to the State Historical Fund, which was awarded in 2002. The cabin will be restored to its 1920s appearance when it was electrified and interpreted as an historic icon of Fort Collins' agricultural past. PROJECT DESCRIPTION This project is to contract with a preservation construction consultant(s) who is knowledgeable of both architectural design and construction techniques unique to historic preservation construction to produce the architectural design, to assure the design and construction techniques are inline with preservation criteria, and serve as liaison between Museum staff and construction crews throughout the restoration of the Franz -Smith Cabin project. SCOPE OF SERVICES The services required include those disciplines necessary to complete historic preservation architectural designs, knowledge of historic preservation construction techniques, ability to communicate between Museum staff and construction crews, and to the ability to assure the project meets historic preservation philosophy, standards, and regulations. Historic Construction — The consultant needs to be able to understand the unique field of historic preservation construction techniques to assure the architectural designs and construction techniques meet historic preservation philosophy, standards and regulations. Historical Architecture — The consultant needs to be able to recommend appropriate restoration or reconstruction elements for the Franz -Smith cabin based on documentary and physical evidence. The project requires a knowledgeable consultant in the area of historical architecture who can determine the designs and intent of the original architect and is aware that preserving this historic cabin is not a "design opportunity." Construction Consultant — The consultant will also need to posses excellent communication skills, and interact with the Museum Director, Museum staff, and construction crews to assure the integrity of the project to preservation standards and regulations as well as the interpretive goals established by the Museum for the project. Preservation Structural Engineering — The Franz -Smith Cabin is currently sitting on blocks with steel supports underneath over a cement pad. The architectural design will need to detail an effective process and permanent solution for securing the cabin to its foundation. The consultant will be required to secure the advice of a structural engineer if necessary. A qualified structural engineer should be able to incorporate selective code and safety enhancements, but limit verbatim application of new building code compliance mandates (apply the UCBC and alternative equivalents.) PSA 05/01 7 EXHIBIT B PROJECT BUDGET Professional Services Grant Request Total PSA 05/01 REQUEST FOR PROPOSAL CITY OF FORT COLLINS PROPOSAL NUMBER P-877 HISTORIC PRESERVATION CONSTRUCTION CONSULTANT The City of Fort Collins is seeking proposals from consultants to serve as preservation construction consultant to produce the architectural design, assure design and construction techniques are inline with preservation criteria, and serve as liaison between Museum staff and construction crews for the restoration of the Franz -Smith Cabin. 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), January 15, 2003. Proposal No. P-877. If delivered, they are to be sent to 215 North Mason Street, 2"d Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. A copy of the Proposal may be obtained as follows: Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to request document #30877. (The proposal number must be preceded by a 30 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. Questions concerning the scope of the project should be directed to Jill Stillwell, (970) 416- 2709, Project Manager. 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 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, v Ames .O'Neill II, CPPO, FNIGP irecto of Purchasing & Risk Management 2 Franz -Smith Cabin Restoration Project Fort Collins Museum 200 Mathews, Fort Collins, Colorado Historic Preservation Construction Consultant GENERAL INFORMATION The City of Fort Collins, Colorado, is requesting proposals from consultants knowledgeable in both architectural design and construction techniques unique to historic preservation for the restoration of the Franz -Smith cabin at the Fort Collins Museum. 2. The City's Project Manager for this project is Jill Stilwell, Director of the Fort Collins Museum. 3. The City of Fort Collins retains the right to reject any or all proposals and re - solicit, if deemed to be in the best interests of the City of Fort Collins and reserves the right to not interview the top 3 consultants. 4. Cost of Proposal Preparation. No reimbursement will be made by the City of Fort Collins for any costs incurred prior to a formal Notice to Proceed. 5. 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, 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. 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. 6. Each proposal shall remain valid for a period of not less than ninety (90) days from the date of receipt. 7. The City of Fort Collins is exempt from all state taxation including state sales and use taxes. 8. It is the intent of the City of Fort Collins to award this proposal based upon a fixed fee plus reimbursable costs. Consultant will be required to sign a Professional Services Agreement. 2/9/00 1 SCOPE OF WORK BACKGROUND INFORMATION The historic 1882 Franz -Smith Cabin originally stood near South Shields and Harmony Roads until it was displaced in 1987 with the development of a new subdivision. The Larimer County Historic Alliance relocated the cabin to Livermore, and in 2000, the Fort Collins Museum, through grant assistance, moved the cabin to its grounds in Library Park and became the steward of this significant structure. In 2001, a structural assessment was performed on the cabin to evaluate the cabin's condition and to determine restoration needs including scope of work and cost. This information was used for the Building Restoration grant application to the State Historical Fund, which was awarded in 2002. The cabin will be restored to its 1920s appearance when it was electrified and interpreted as an historic icon of Fort Collins' agricultural past. PROJECT DESCRIPTION This project is to contract with a preservation construction consultant(s) who is knowledgeable of both architectural design and construction techniques unique to historic preservation construction to produce the architectural design, to assure the design and construction techniques are inline with preservation criteria, and serve as liaison between Museum staff and construction crews throughout the restoration of the Franz -Smith Cabin project. SCOPE OF SERVICES The services required include those disciplines necessary to complete historic preservation architectural designs, knowledge of historic preservation construction techniques, ability to communicate between Museum staff and construction crews, and to the ability to assure the project meets historic preservation philosophy, standards, and regulations. Historic Construction — The consultant needs to be able to understand the unique field of historic preservation construction techniques to assure the architectural designs and construction techniques meet historic preservation philosophy, standards and regulations. Historical Architecture — The consultant needs to be able to recommend appropriate restoration or reconstruction elements for the Franz -Smith cabin based on documentary and physical evidence. The project requires a knowledgeable consultant in the area of historical architecture who can determine the designs and intent of the original architect and is aware that preserving this historic cabin is not a "design opportunity." Construction Consultant — The consultant will also need to posses excellent communication skills, and interact with the Museum Director, Museum staff, and construction crews to assure the integrity of the project to preservation standards and regulations as well as the interpretive goals established by the Museum for the project. Preservation Structural Engineering — The Franz -Smith Cabin is currently sitting on blocks with steel supports underneath over a cement pad. The architectural design will need to detail an effective process and permanent solution for securing the cabin to its foundation. The consultant will be required to secure the advice of a structural engineer if necessary. A qualified licensed structural engineer should be able to incorporate selective code and safety 2/9/00 2 enhancements, but limit verbatim application of new building code compliance mandates (apply the UCBC and alternative equivalents.) BUDGET AND TIME FRAME Budget — This project is funded by an awarded State Historical Fund grant. $13,000 has been budgeted towards the consultants fees which should cover all part of the project as outlined in this proposal including architectural design fees, on -going project oversight to assure the construction techniques meet historic preservation standards, on -going consultation with the Museum staff and construction crews, travel expenses, and any architectural or structural engineering sub -contracts. Time Frame — The architectural design needs to be completed by February 15, 2003. The on- going consultation and project oversight will continue through the construction phase of the project, starting February 15, 2003 and not to exceed June of 2004. MINIMUM QUALIFICATIONS This project requires a consultant that has directly applicable project experience and one that concentrates on historic preservation and historic construction. Submit qualifications of the principal preservation consultant, and any team members or personnel that will be assisting with this project. Also provide previous experience/expertise with this type of project, experience/expertise with historic preservation construction, and a proposal of how you foresee interacting with Museum staff, construction crews, and assuring the project meets historic preservation standards. Include references. PROJECT PROPOSALS Preservation construction consultants or teams of consultants who are interested in the project should send approximately a two page proposal including the proposed fee to produce the architectural design and on -going project oversight and consultation with Museum staff, plus resumes , and listing of previous experience and expertise regarding historic properties, if available. Consultants will be evaluated based on the following criteria: experience with the specific scope of work, the provision and quality of the specialty disciplines provided, awareness of and commitment to meeting the Secretary of the Interior' s Standards for the Treatment of Historic Properties, availability and fee. These criteria will be the basis for review of the written proposals by Fort Collins Museum staff and Purchasing Department staff. The City plans to select a consultant from the written proposals, but reserves the right to have a formal interview process. Applicants should understand that historic preservation values the durability and serviceability of appropriately repaired traditional building materials and systems.... but there may be opportunity to creatively incorporate new technology and innovative solutions. This project will strive for project management and consultant continuity and communication ... from initial planning through project completion. Acceptance as the qualified preservation consultant for the Historic Structure Assessment grant application may qualify the consultant to be used for other City projects as needed. 2/9/00 3 REVIEW AND ASSESSMENT Consultants will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals, the City reserves the right to have a formal 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? 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 consultant interested and 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 Knowledge and Does the consultant have the knowledge and expertise expertise to see the project through its entirety? Has the consultant done previous projects of this type and scope? 2/9/00 4 Reference evaluation (Top Ranked Consultant) The project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Professional responsive to client needs; did the Professional anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge a) If a study, did it meet the Scope of Work? b) If Professional administered a construction contract, was the project functional upon completion and did it operate properly? Were problems corrected quickly and effectively? 2/9/00 PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and , [insert either a corporation, a partnership or an individual, doing business as ], hereinafter referred to as "Professional'. WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Professional agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of ( ) 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 05/01 1