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HomeMy WebLinkAboutRFP - P884 CIVIL ENGINEERING ANNUALREQUEST FOR PROPOSAL for Civil Engineering Design, Drafting, and Surveying Services The City of Fort Collins Engineering Department RFP P-884 PROPOSAL DATE: 3:00 p.m. (our clock) March 18, 2003 and remedy for such termination. 6. Design, Project Insurance and Insurance Responsibilitv. 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 $ combined single limits and errors and omissions insurance in the amount of 7. Compensation. In consideration of services to be performed pursuant to this Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis designated in Exhibit "B", consisting of _ (_) page(s), attached hereto and incorporated herein by this reference. At the election of the City, each Work Order may contain a maximum fee, which shall be negotiated by the parties hereto for each such Work Order. 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 to the Work Order and upon approval of the Professional's direct 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. WOPSA C5/01 3 8. 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. 9. 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. 10. Monthly Report. Commencing thirty (30) days after Notice to Proceed is given on any Work Order and every thirty days thereafter, Professional is required to provide the City Representative with a written report of the status of the work with respect to the Work Order, 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. 11. 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. 12. 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. WOPSA 05/01 4 13. 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. 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 . 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. 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. 17. 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 WOPSA 05/01 5 Agreement. 18. Special Provisions. Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit "C", consisting of _ (_) page(s), attached hereto and incorporated herein by this reference. WOPSA 05/O1 6 THE CITY OF FORT COLLINS, COLORADO -00 John F. Fischbach City Manager 0 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] Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: ATTEST: Corporate Secretary WOPSA 05/01 7 (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 Professional agrees to perform the services identified above and on the attached forms in accordance with the terms and conditions contained herein and in the Professional Services Agreement between the parties. In the event of a conflict between or ambiguity in the terms of the Professional Services Agreement and this work order (including the attached forms) the Professional Services Agreement shall control. Professional A WOPSA 05/01 User The attached forms consisting of _ (_) pages are hereby accepted and incorporated herein, by this reference, and Notice to Proceed is hereby given. City of Fort Collins M Date: By: Director of Purchasing and Risk Management (over $30,000.00) Date: REQUEST FOR PROPOSAL for Civil Engineering Design, Drafting, and Surveying Services The City of Fort Collins Engineering Department The City of Fort Collins Engineering Department, is seeking a qualified Civil Engineering Consultant ("Consultant") to provide engineering design, drafting, and survey services for various civil engineering projects (primarily roadway). At times the Engineering Department experiences temporary work overloads and periodically needs to retain the services of a Consultant as a means of completing necessary projects. The Consultant will work closely with City Project Engineers to design and/or draft conceptual, preliminary, and final improvement plans. At times, project specific surveying may also be required to facilitate the design. The Consultant may produce plan documents under the direction of a City Project Engineer or on their own. The plan documents will consist of, but not be limited to, the following: removals, plan views, profile views, cross sections, general notes, construction notes and details suitable for construction. The Consultant may also assist in traffic control plans, roadway alignment, calculation of plan quantities, specifications, and other work related to producing plan documents. The agreement will be effective for a period of one year from the date on the Services Agreement, and may be renewable for four (4) additional one-year terms (one year at a time), at the option of the City and if the Consultant is agreeable to the same terms as contained herein. Five (5) copies of written proposals will be received at the Purchasing Office, P.O. Box 580, 215 North Mason Street, Fort Collins, Colorado 80521. Please limit proposal length to 40 pages or fewer. Proposals will be received before 3:00 p.m. (our clock) March 18, 2003. Proposal No. P- 884. A copy of the Request for Proposal may be obtained by: 1. Calling the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to request document 30884. 2. Downloading the RFP from the Purchasing Department's Listings Webpage, at www.fcqov.com. 3. Pick up a copy of the RFP at the Purchasing Department, 215 North Mason Street, 2Id Floor, Fort Collins. 1 Technical questions concerning this project should be directed to the Project Manager, John Lang, Engineering & Design Manager, City of Fort Collins Engineering Department, (970) 221- 6605. E-mail address: jlang@fcgov.com. Purchasing questions regarding the proposal submittal or the process should be directed to John Stephen, CPPB, Senior Buyer, (970) 221-6775. E-mail address: jstephen@fcgov.com. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision -making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Sincerely, James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management 2 I. PURPOSE The City of Fort Collins, Engineering Department, is seeking a qualified Civil Engineering Consultant ("Consultant") to provide engineering design, drafting, and survey services for various civil engineering projects. At times the Engineering Department experiences temporary work overloads and periodically needs to retain the services of a Consultant as a means of completing necessary projects. II. SCOPE OF SERVICES The Consultant will work closely with City Project Engineers to design and/or draft conceptual, preliminary, and final improvement plans. Some project specific surveying may also be required to facilitate the design. The Consultant will be responsible for producing plan documents under the direction of a City Project Engineer. The plan documents will consist of, but not be limited to, the following: removals, plan views, profile views, cross sections, general notes, specifications, construction notes and details suitable for construction. The Consultant may also assist in the roadway alignment, calculation of plan quantities, and other work related to producing plan documents. It is essential that the successful Consultant be familiar with the Larimer County Urban Area Street Standards (LUCASS). Additional requirements may include: • Research existing panel and right-of-way boundaries, legal descriptions, easements, water rights, etc. • Displays and graphic representations of various design project elements may be needed for public meetings and/or City Council hearings. • Attend coordination and review meetings, public meetings, property owner meetings. • Coordination with other consultants (geotechnical, bridge, etc.) The City's construction plans are currently developed using AutoCAD 2002. For projects already started by the City, the Consultant will be expected to complete the project to the extent practical by using the City's existing drawings on CD or other electronic media. Since the status of projects could potentially be in varying degrees of completion, close coordination between the City Project Engineer and the Consultant Will be required to transition the projects. When the City provides survey data, that data will be provide in an ASCII file — comma delineated format (point number, northing, easting, elevation, description). For new projects, the Consultant may be required to provide design, drafting and/or surveying services. In such case, the Consultant will work closely with a City Project Engineer to produce the best possible design and within the budget constraints associated with that project. Survey data is usually collected by City crews, however, there may be certain instances where the Consultant will be required to collect their own survey data because of City staff's workload. All plan documents will be produced using AutoCAD 2002 or an agreed -upon later version. Our anticipated need for design and drafting work is expected to be on an "as needed" basis. The Consultant should expect that services required for individual projects could range up to 500 hours depending on the complexity of the project(s). i III. INSTRUCTIONS TO THE CONSULTANTS Deliver five (5) copies of your written proposal to the Purchasing Office, P. O. Box 580, Fort Collins, Colorado 80522, or deliver to Purchasing, 215 North Mason Street, 2"d Floor, Fort Collins, Colorado 80524 on or before 3:00 p.m. (our clock) March 18, 2003. Proposals should be kept to 40 pages or fewer. Please include the following in your proposal: • Resumes for all members of your firm who are proposed to provide the actual services. Resumes should include the person's name, title or job classification, qualifications and experience related to roadway design, computer drafting, and/or surveying, and specify the length of service with your firm. • References for your firm. • A list of computer hardware and software available to your surveyors, technicians, and engineers which they can use efficiently. • A statement as to the amount of time they could be available for the next four to six months. • A price schedule to be used for this contract. • An hourly rate for a two person survey crew with instruments and a list of equipment available to your surveyors • An hourly rate for a three person survey crew with instruments • A list of reimbursement rates (at cost) for associated services including equipment charges, mileage, photo copies (8'/z x 11), blueline prints (2436), mylar sepia prints (24x36), other printing, etc. IV. SELECTION CRITERIA AND METHOD The City's Capital Project Management Control System Manual prescribes the consultant selection criteria and method. A copy of the rating criteria is attached. V. TERMS AND CONDITIONS The payment for services as described under the Scope of Services shall be based on unit prices, hourly rates, and reimbursement rates (at cost) for completed services. The agreement will be effective for a period of one year from the date on the Services Agreement, and may be renewable for four (4) additional one-year terms (one year at a time), at the option of the City and if the Consultant is agreeable to the same terms as contained herein. Prices shall remain the same for the first renewal term. A price increase may be negotiated for subsequent renewals. Such increases shall not exceed the Denver -Boulder CPI index. Billings and payments will be made using the prices listed on the agreed to Price Schedule. In the event that a service is requested, which is not listed on the Price Schedule, the Consultant, and the City will negotiate an appropriate unit price for the service. A copy of the City's standard Professional Services Agreement is attached. 2 REVIEW AND ASSESSMENT Professional firms will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals, and interview session if required. 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 FACTOR QUALIFICATION STANDARD 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 firm interested and are they capable of doing the work in the required time frame? 2.0 Cost and Work Hours Do the proposed cost and work hours compare favorably with the project Manager's estimate? Are the work hours presented reasonable for the effort required in each project task or phase? 2.0 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm done previous projects of this type and scope? 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? b) If Professional designed and/or administered a construction contract, was the project functional upon completion and did it operate properly? Were problems corrected quickly and effectively. 2 PROFESSIONAL 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 , [insert either a corporation, a partnership or an individual, doing business as 1, hereinafter referred to as 'Professional'. W ITNESSETH: 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 any project Work Orders (RFP or project name), issued by the City. A blank sample of a work order is attached hereto as Exhibit "A", consisting of one (1) page and is incorporated herein by this reference. No Work Order shall exceed $ . The City reserves the right to independently bid any project rather than issuing a Work Order to the Professional for the same pursuant to this Agreement. 2. The Work Schedule. The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule stated on each Work Order. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated as specified on each Work Order. Time is of the essence. Any extensions of any time limit must be agreed upon in writing by the parties hereto. 4. Contract Period. 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 3 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. 4. Contract Period. [Option 1] This Agreement shall commence and shall continue in full force and effect until 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. 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 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 address: 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 WOPSA O5/01 2