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HomeMy WebLinkAboutRFP - P872 PFA GENERAL CONTRACTOR ANNUALCity of Fort Collins Administrative Services Purchasing Division REQUEST FOR PROPOSAL CITY OF FORT COLLINS POUDRE FIRE AUTHORITY GENERAL CONTRACTOR FOR FIRE STATION EXPANSION AND RENOVATION PROJECTS PROPOSAL NO. P-872 PROPOSAL DATE: JANUARY 14, 2003, 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 CONTRACTOR REVIEW AND ASSESSMENT Construction firms will be evaluated on the following qualification criteria. Criteria will form the basis for rating of written proposals as well as oral interviews. Rating scale will be from 1 to 5 (or 10, depending on maximum possible points), with 1 being a poor rating, and the maximum possible points being an outstanding rating. POSSIBLE QUALIFICATION STANDARD POINTS MAX -MIN 10 - 1 Scope of Proposal Does the proposal show an understanding of the scope of the project, methodology to be used in the design and construction phases and the results that are desired from the project? 10 - 1 Assigned Project Does the proposed team have the necessary skills and Team experience to fulfill the requirements of the project? Are the key staff available to do the work? 5-1 Safety Record "OSHA Illness/Injury Rate", "OSHA Lost Work Day Incidence Rate" and Workman's Comp Experience Modification Rate Insurance multiplier. 10 - 1 Firm Experience Has the firm worked on projects similar in scope to this --Design project? Has partnering been used as a basis in --Construction design and construction of other projects? Was this work of a high quality in nature? 5-1 Design Phase Cost Are the proposed design cost rates reasonable and competitive? 10 - 1 Construction Cost Do the proposed construction cost factors compare Factors favorably with industry standards and other firms' construction cost factors? 10 - 1 Firm Capability Does the firm have experience, equipment, manpower and finances to complete the work? 10 - 1 Construction Do the referenced projects reflect favorably in respect Performance to completion within the contract schedule, cost and number of change orders and claims? 5-1 Motivation Has the firm shown an interest in work and a commitment to the successful completion of the project? E7 Reference Evaluation The City of Fort Collins will check references for overall performance, timetable, completeness, budget and job knowledge of selected projects/references. A satisfactory/unsatisfactory rating shall be given to each reference contacted. We SERVICES AGREEMENT WORK ORDER TYPE THIS AGREEMENT made and entered into the day and year set forth below, by and between POUDRE FIRE AUTHORITY acting through its agent THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and hereinafter referred to as "Service Provider". WITNESSETH: 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. 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 WOSA 10/97 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. 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 WOSA 10/97 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 Department Copy: 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. 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 WOSA 10/97 "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. 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 WOSA 10/97 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. 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 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, WOSA 10/97 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, 250 N. Mason, Fort Collins, Colorado 80524 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. 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 POUDRE FIRE AUTHORITY THE POUDRE FIRE AUTHORITY ACTING BOARD OF DIRECTORS THROUGH ITS AGENT CITY OF FORT COLLINS, COLORADO BY: a municipal corporation Dick Rayner Chairman 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] A 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 services The attached forms consisting of _ (� pages identified above and on the attached forms in are hereby accepted and incorporated herein by accordance with the terms and conditions this reference, and Notice to Proceed is hereby contained herein and in the Services Agreement given. 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. Service Provider By: Date: WOSA 10/97 City of Fort Collins By: Date: TABLE OF CONTENTS Request for Proposal Pages 1-2 Project Requirements Pages 3-4 Proposal Guidelines Pages 4-7 Contractor Review and Assessment Page 1 Reference Evaluation Page 2 Professional Services Agreement Pages 1-6 REQUEST FOR PROPOSAL CITY OF FORT COLLINS POUDRE FIRE AUTHORITY FIRE STATION EXPANSION AND RENOVATION PROJECTS PROPOSAL NO. P-872 The City of Fort Collins is requesting proposals from qualified construction contractors for work on improvements to new and existing Poudre Fire Authority facilities in Fort Collins. The selected contractor will assist Vaught -Frye Architects and Poudre Fire Authority (PFA) staff in addressing constructability issues during preparation of final design(s), and at the City's option, to perform the construction of multiple projects on a negotiated price basis. The selected contractor may be retained for multiple phases of the work over the next five years. The City of Fort Collins may utilize the selected contract for similar projects required in the next five years, but not specifically listed. A copy of the Proposal may be obtained by calling the City of Fort Collins Purchasing Office at (970) 221-6775 or by accessing our web page at www.fcgov.com/purchasing. Proposals, five copies (5) copies, will be received at the City of Fort Collins Purchasing Division, P. O. Box 580, 80522, or delivered to 215 N. Mason, 2"d floor, Fort Collins, Colorado 80524, on or before 3:00 p.m. (our clock), January 14, 2003. Proposal number P-872. A pre -proposal meeting is going to be held at 1:00 pm at 3400 West Vine, PFA Training Facility, on December 9, 2002. 3400 West Vine is west of Overland Trail. The City is planning to select a qualified general contractor to assist the design team with cost estimating, methods and approach evaluations, construction sequencing and scheduling and other construction considerations during design. The contractor will be part of the design team and will be compensated for this participation. Following the preparation of final design drawings and construction specifications, the City expects to negotiate separate guaranteed maximum price contract(s) with the selected contractor for construction of the improvements. The final price negotiation(s) will be subject to outside review and auditing. Contractor will be required to sign the City's standard Construction Contract which is available for review in the Purchasing Office. If negotiations cannot be successfully completed, the City will bid the work. The schedule for the work anticipates selection of a contractor by January 2003 Selection of the contractor will be based upon the submittal of detailed information required in the proposals, including experience, past performance, suitability of key staff and proposed cost parameters. It is of utmost importance that the requested data be submitted with your proposal. The selection criteria are detailed in the request for proposals. Following review of proposals, the City anticipates interviewing three or more contractors to determine the selected firm. Questions about the scope of the work should be directed to Bob Poncelow, PFA Project Manager, at (970) 416-2895. Questions regarding proposal submittal or process should be directed to John Stephen, CPPB, Senior Buyer at (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. Sincerely, Lotf -- q4Ms B. O'Neill ll, CPPO, FNIGP Director of Purchasing & Risk Management 2 PROJECT REQUIREMENTS A formal Partnering Session will be held with the selected contractor, PFA team members and Vaught -Frye Architects as soon as the selection process is completed. During the design phase(s), the contractor will be part of the design team with PFA and Vaught - Frye Architects, participating in the final design effort by assisting in the following areas: Review of designs for constructability Estimating costs of different alternatives and components ° Providing opinions and recommendations on suitable methods and approaches to accomplishing the work Provide input on construction sequences and schedules ° Offer value engineering suggestions to accomplish the desired objectives in the most cost-effective manner possible. Provide on -going cost status of the project to the design team as the project proceeds. The contractor is required to commit key staff members to assist the project team by attending regularly scheduled project meetings and preparing information or responses to issues in advance of meetings. Normally, attendance will be required by the contractor's project manager and superintendent. In the event key technical functions are subcontracted, the subcontractor shall assist the general contractor firm in fulfilling its responsibilities under the agreement during the design phase(s), including participation in design discussions. The PFA staff works very closely with the Architect/Engineer (Vaught -Frye Architects) and the contractor on a day to day basis as part of a team during design and construction of projects. Traditional adversarial roles are not an acceptable way of doing business. You are encouraged to call or visit to discuss further or to ask any questions that you have about the process. The Poudre Fire Authority utilizes the services of a general contractor on an as needed basis. The type and complexity of the work varies, dependent upon the specific needs of the PFA at any given time. Several projects including a 25,000 gallon Pump Test Pit, a major addition to the administrative offices, additional fire stations and significant remodels and additions to existing fire stations and the replacement of the burn building are all possible during the terms of any agreement. Currently none of these projects has approval, so in an effort to clarify the potential scope, several recent projects are listed below for reference and to help define the scope of services 3 desired. • Prototype Fire Stations (Stations 12 & 14) --—10,500 sq foot fire stations with living quarters, apparatus bays, community rooms, offices and support areas, typically located on 1 to 1.5 acre sites. 2 of these facilities completed in last 6 years. • Training Center Facilities ----13,000 sq ft classroom facility with offices for training staff added to the 27 acre training site. • Breathing Apparatus Service Center — Significant remodel of existing space to accommodate a state of the art service and repair facility for self contained breathing apparatus. • Remodel Fire Station 7 — Complete remodel of an existing facility. Included replacement of all interior finish, new HVAC duct work, all new electrical service, addition of a fire sprinkler system and a new roof structure. • Live Fire Training building — Significant repairs to this structure to extend its useful life. • Flag Poles — The installation of Flag Poles at several facilities. • Computer Room Remodel — A remodel of space at the administrative offices to accommodate a computer room and small conference area. This list of projects is not exhaustive of the projects completed under the current agreement and is no guarantee of similar projects in the future. Most of these projects were completed using a team approach with the Authorities design firm, however some projects were strictly design build by the contractor and others a combination of design build and design team approaches. PROPOSAL GUIDELINES Qualified general contractors interested in the work described in this request should submit a minimum of the following information to the City: Describe your approach to this project. 1. General information. Name of firm, contact person for this proposal, title, phone number, fax number, street and mailing addresses, any previous names of firm in last 10 years, and date established. 2. Key project staffing. Names and resumes of key project staff, including proposed project manager, construction superintendent, and project cost estimator. Indicate pertinent work experience and any post high school construction management or engineering education. Include references from owners and consulting engineers for the last a] 3 projects for each assigned person, and similar references for work on recent similar building projects for each (if not among last three projects). Detail the availability of staff assigned. 3. General company resources. Indicate the resources available for cost estimating, construction approach and methods, construction sequencing and scheduling. Provide descriptions, resumes, organization charts and/or other indications of the degree expertise and qualifications available to this project. Indicate location if not based in the office location in item 1 above. 4. Project experience. Provide brief summary of similar construction project work performed by the firm in the last 5 years. Highlight any participation by key staff proposed for this project. Provide data on: Bid cost Cost at completion and number of change orders ° Contractor, subcontractor or owner initiated claims and their resolution ° Contract time for completion when bid. Actual completion time. Brief discussion of any unusual factor is encouraged (e.g. owner initiated delays, additions to the work, etc.). Provide both an owner reference and consulting engineer reference for cited projects. 5. Partnering experience. Describe any experience by the firm or key staff with similar owner/engineer/contractor teams. Describe the firm's experience in Partnering, both formal and informal. Highlight any Partnering experience by key staff proposed for this project. Provide references for cited experience. 6. Safety record. Provide the firm's OSHA reportable accident rate and current workman's compensation insurance multiplier for the last 3 years. Provide the OSHA reportable accident rate on projects managed by the proposed superintendent or project manager over the three year period (depending on who is assigned site safety responsibility in the contractor organization). 5 7. Subcontractors. Based on the description of the work in this request, describe which portions of the work will be performed by subcontractors. 8. Design phase cost. Provide hourly rates to be applied to the proposed key staff (and subcontractors if necessary) for assistance to the owner/engineer design team during the design phase. Anticipated hours and schedule are outlined in the Project Requirements above. Identify how expenses related to providing this assistance will be charged. 9. Construction cost factors. Establish in detail the factors which will be used in determining the negotiated maximum construction price. These factors shall be comprehensive in establishing all costs to be applied to direct project labor and materials in determining the construction cost. Commitments shall include: Overhead and profit (combined) margin for general office activities on the base bid cost Overhead and profit (combined) margin for field office activities on the base bid cost ° Subcontractor markup on base bid cost to General Contractor Materials and equipment markup on base bid cost Any additional factors applied to project labor or materials to determine the base bid cost Change order markup, including supervision allowance, labor and material markups, and overhead and profit percentages, as a percent of labor and materials cost for any changes in the work following contract award 10. Financial statement. Provide a recent financial statement (audited if possible) including balance sheet and income statement showing: ° Current assets Other assets Current liabilities C ° Other liabilities ° Fixed assets and equipment 11. Banking reference. Provide the name, address and phone number of the firm's banking reference. 12. Bonding company. Provide the name, address and phone number of the firm's bonding agent. Provide a letter from the bonding agent indicating the firm's bonding capacity is adequate to undertake this work. 13. Insurance company. Provide the name, address and phone number of the firm's insurance agent(s). Provide certificate of insurance outlining coverage and policy limits. Can this coverage be extended for work on this project? Can coverage be increased? Can City be listed as an additional insured? Are there any current claims that will affect coverage limits available to the City for this project? 14. List three (3) current references of similar work. Include firm name, address, and telephone number. 15. Prior to Construction the contractor will be required to sign the City of Fort Collins' Standard Construction Contract. This document is available for review in the Purchasing Office. 7