HomeMy WebLinkAboutRFP - P867 SUSTAINABILITY MANAGEMENT SYSTEM 15004REQUEST FOR PROPOSAL
CITY OF FORT COLLINS
SUSTAINABILITY MANAGEMENT SYSTEM
PROPOSAL DATE: November 25, 2002 2:30PM (Our Clock)
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.
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.
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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
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.
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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.
THE CITY OF FORT COLLINS, COLORADO
M
John F. Fischbach
City Manager
By:
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
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(Corporate Seal)
REQUEST FOR PROPOSAL
Proposal Number P-867
The City of Fort Collins Natural Resources Department ("NRD") is seeking assistance
from qualified consultants to design and implement a Sustainability Management System
("SMS").
Written proposals, four(4) will be received at the City of Fort Collins' Purchasing Division,
215 North Mason St., 2nd floor, Fort Collins, Colorado 80521. Proposals will be received
before 2:30 pm. (our clock), November 25, 2002. Proposal No. P-867. If delivered, they are
to be sent to 215 North Mason Street, 2"d Floor, Fort Collins, Colorado 80521. If mailed, the
address is P.O. Box 580, Fort Collins, 80522-0580.
Questions concerning the scope of the project should be directed to Project Manager,
Michelle Pawar Natural Resources Director (970) 221-6263.
Questions regarding proposals submittal or process should be directed to James B.
O'Neill II, CPPO, FNIGP at (970) 221-6775.
A copy of the Proposal may be obtained as follows:
1. Call the Purchasing Fax -line, 970-416-2033 and follow the verbal
instruction to request document #30867.
2. Download the Proposal/Bid from the Purchasing Webpage,
www.fcqov.com/purchasing.
3. Come by Purchasing at 215 North Mason St., 2°d floor, Fort Collins, and
request a copy of the Bid.
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,
,Jam s B. O' eill II, CPPO, FNIGP
i ctor of Purchasing & Risk Management
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REQUEST FOR PROPOSALS
FOR
CITY OF FORT COLLINS
NATURAL RESOURCES DEPARTMENT
SUSTAINABILITY MANAGEMENT SYSTEM
I. SCOPE
The City of Fort Collins Natural Resources Department ("NRD") is seeking assistance to
design and implement a Sustainability Management System ("SMS"). The SMS should
provide the City with a systematic approach to integrate the management of
sustainability and provide a roadmap to the City so that it can ultimately integrate
ongoing regulatory, economic, fiscal, growth and environmental changes.
The NRD will seek guidance from the consultant to apply the SMS in the following ways:
■ To develop a systematic approach to implement sustainable practices within the City,
using the 1992 Framework for Environmental Action (a comprehensive policy
document for the NRD), the City's Sustainability Inventory, and the City's existing
Environmental Management System ("EMS") as the baseline, and;
■ To provide the City with the design and foundation to implement a SMS.
II. BACKGROUND
Sustainability is a frequently used and often differently applied concept. The NRD aims
to establish a standard definition of sustainability within the City based on three
fundamentals —the environment, quality of life/social aspects and the economy.
The City has done some work that provides a foundation for developing an SMS.
Existing City documents and programs include:
Framework For Environmental Action — This 1992 policy document provided general
direction and a 5 year implementation work plan to support environmentally sound
management practices with the City organization;
■ Sustainability Inventory — In the final stage of completion, this is a comprehensive
inventory that, using specific indicators, identifies the impacts of the City's programs
and operations.
■ Draft Environmental Management System ("EMS")- The draft EMS was completed in
2001.
The City seeks to develop a more comprehensive and integrated system to ensure City
policies and operations apply sustainability principles.
III. APPROACH
The Consultant should define and describe a proposed approach to the project. Options
identified by staff include the following, though applicants are encouraged to provide
additional approaches:
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1. Upgrading the existing EMS and Framework for Environmental Action to achieve
operative principles of sustainability;
2. Establishing an original design of an SMS that complements existing initiatives
and policies that can be deployed throughout the organization; or,
3. Designing a phased approach of the SMS so that implementation can be
pursued by degree.
IV. SUSTAINABILITY MANAGEMENT SYSTEM ("SMS") OBJECTIVES
This SMS should achieve the following objectives:
1. The SMS should provide the City with a systematic approach to identify opportunities
within operations, management, policies and programs where the three cornerstones
of sustainability can be considered providing context and balance.
2. The SMS should provide the City with a tool to take into consideration potential
future impacts and aspects to maximize opportunities for balance of priorities (i.e.,
economic, environmental and social).
3. The SMS should bridge the gap between the acknowledged improvements that have
been realized by the existing EMS, and the missed opportunities for even greater
organizational change that can result from a comprehensive analysis of improvement
and integration opportunities.
4. The SMS should significantly enhance the City's ability to anticipate and respond to
the changes brought on by growth.
5. The SMS should include procedures and measures that can be applied and
maintained programmatically to provide ongoing feedback to monitor the City's
progress.
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V. 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.
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 theproject?
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 theproject?
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
Do the proposed cost and work hours
Work Hours
compare favorably with the project
Manager's estimate? Are the work hours
presented reasonable for the effort
required in each project task orphase?
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?
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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 administered a construction contract,
was the project functional upon completion and did it
operate properly? Were problems corrected quickly
and effectively?
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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 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 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.
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All notices provided under this Agreement shall be effective when mailed, postage prepaid and
sent to the following addresses:
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
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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
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
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