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HomeMy WebLinkAboutRFP - P894 HISTORIC SURVEY OF SCHOOLSAdministrate✓e Services Purchasing Division City of Fort Collins REQUEST FOR PROPOSAL CITY OF FORT COLLINS Proposal Number P894 Historic Survey of Schools and Related Structures The City of Fort Collins is seeking proposals from qualified firms to conduct intensive level surveys of approximately 40 properties owned by the District; to develop a comprehensive context on the historic, social and architectural development of schools and related structures in Fort Collins and the Poudre School District, from the 1860s to 2000; and to prepare National Register Nominations and Fort Collins Landmark nominations for up to three properties selected by the District and the City. 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), July 11, 2003. Proposal No. P-894. 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. Questions concerning the scope of the project should be directed to Project Manager Karen McWilliams (970) 224-6078. Questions regarding proposals submittal or process should be directed to David M. Carey C. P. M., Buyer (970) 416-2191. 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 #30894. 2. Download the Proposal/Bid from the Purchasing Webpage, www.fcgov.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, 1. OO'N II II, CPPO, FNIGP of Purchasing & Risk Management 215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (9-01 '_ I , - 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? Di( 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 ai 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 constructii contract, was the project functional upon completion and did it operate properly? Were problems corrected quickly and effectively? 03 id Dn 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'. 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: Professional: City: With Copy to: 03 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 actual reimbursable expenses. Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, 03 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. 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 03 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 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 03 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. 03 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 0 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] 0 Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: ATTEST: Corporate Secretary 03 (Corporate Seal) Administrative Services Purchasing Division The City of Fort Collins Purchasing Division has implemented an on-line vendor registration system. This system allows vendors to register, view and update their business information and commodities. In the future, vendors will also be able to receive Requests for Proposals (RFP's) through the online system. All vendors doing business with the City of Fort Collins are requested to register. The vendor system is accessible through our internet website at www.fcgov.com/purchasing. ie vendor registration form is located by clicking tp://purchasing.fcgov.com:8080/bso to redirect you the registration site. so please note the printable instruction pages link. If you have any difficulty completing the registration process, please call the Purchasing Division at (970) 221-6775 for assistance. and Guidelines for Identification and Evaluation published September 29, 1983 in the Federal Register. Context: The consultant will research and prepare a comprehensive context on the historic, social and architectural development of schools and school -related buildings and structures, from the 1860s to 2000, located within the Poudre School District boundaries or historically related to schools within the boundaries. To develop the context, the consultant will need to conduct in-depth research in order to provide a detailed history of the topic. In addition to the physical manifestations, the context will discuss historical events, educational philosophies, and the people significant in shaping education in our area, i.e. school superintendents, teachers, boards of education, and politicians, as well as architects and contractors. The consultant will provide one original of the draft context, and five (5) originals of the final context. All notes, photocopies, and ephemeral materials which the consultant prepares or acquires during the course of the project are to be submitted in an organized manner with the final contexts, and will become the property of the Poudre School District and City of Fort Collins. Nomination(s) - Based upon the results of the survey information and in consultation with the Poudre School District and Advance Planning staff, the consultant will prepare National Register of Historic Places and/or Fort Collins Landmark nomination form(s) for no more than three properties. The consultant will need to submit two originals of each nomination prepared. Progress Reports and Meetings - The consultant will provide a monthly progress report describing work both completed and underway, and will meet with the project manager as needed. Additionally, the consultant will attend up to two public meetings, with the Poudre School District Board of Education and the City's Landmark Preservation Commission, and one public open house. Project Performance and Payment Schedule Products Due Date Advance Planning Payment Department Response Progress Reports 1S` of Each Month Review/Approve None Draft Historic Context October 1, 2 003 Review/Approve $5,750 (Upon City Approval) Draft Inventory Forms; January 5, 2004 Review/Approve $5,750 Draft Survey Report. (Upon City Approval) Final Historic Context - Five March 1, 2004 Review/Approve $5,750 originals; (Upon City Approval) Final Inventory Forms — Two sets; Maps - Five sets. Meetings with Poudre R-1 Board of March/April 2004 None Education and with Landmark Preservation Commission Open House April 2004 None National Register and/or Fort Collins May 1, 2004 Review/Approve $5,750 Landmark Nomination Forms (up to (Upon Final CHS and three properties) - Five originals of City Approval of all each nomination prepared; Deliverables) Final Survey Report - Five originals. Administrate✓e Services Purchasing Division City of Fort Collins REQUEST FOR PROPOSAL CITY OF FORT COLLINS Proposal Number P894 Historic Survey of Schools and Related Structures The City of Fort Collins is seeking proposals from qualified firms to conduct intensive level surveys of approximately 40 properties owned by the District; to develop a comprehensive context on the historic, social and architectural development of schools and related structures in Fort Collins and the Poudre School District, from the 1860s to 2000; and to prepare National Register Nominations and Fort Collins Landmark nominations for up to three properties selected by the District and the City. 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), July 11, 2003. Proposal No. P-894. 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. Questions concerning the scope of the project should be directed to Project Manager Karen McWilliams (970) 224-6078. Questions regarding proposals submittal or process should be directed to David M. Carey C. P. M., Buyer (970) 416-2191. 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 #30894. 2. Download the Proposal/Bid from the Purchasing Webpage, www.fcgov.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, C) i. O'Neill II, CPPO, FNIGP of Purchasing & Risk Management 215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (4 __" r -I'- Administrative Services rurcnasmg uivision Collins The City of Fort Collins Purchasing Division has implemented an on-line vendor registration system. This system allows vendors to register, view and update their business information and commodities. In the future, vendors will also be able to receive Requests for Proposals (RFP's) through the on-line system. All vendors doing business with the City of Fort Collins are requested to register. The vendor system is accessible through our internet website at www.fcqov.com/purchasing. 1+`areM�a.*1rc}�ss4i+.w8^W+111pIp'II �LNYW�+#MjkYT �w�wtcaeHW¢ i The vendor registration form is located by clicking http://purchasinq.fcgov.com:8080/bso to redirect you to the registration site. €0 visa jU Also please note the printable instruction pages link. 41 i 3t Y t:9J h KFmkL tli t by �n4€ tt NN i Y f Y If you have any difficulty completing the registration process, please call the Purchasing Division at (970) 221-6775 for assistance. REQUEST FOR PROPOSAL P894 Historic Survey of Schools and Related Structures Poudre School District Building Survey, Nominations, and Historic Schools Context Project Description - The City of Fort Collins Advance Planning Department and the Poudre R-1 School District are requesting proposals from qualified firms to conduct intensive level surveys of approximately 40 properties owned by the District; to develop a comprehensive context on the historic, social and architectural development of schools and related structures in Fort Collins and the Poudre School District, from the 1860s to 2000; and to prepare National Register Nominations and Fort Collins Landmark nominations for up to three properties selected by the District and the City. The Poudre R-1 School District encompasses northern Larimer County, including Laporte, Livermore, Timnath, Red Feather Lakes, Waverly, Wellington and Stove Prairie, as well as Fort Collins. Budget and Time Frame - This project has a total budget of $23,000. The project is partially funded through a Certified Local Government grant from the Colorado Historical Society. The project will begin in June 2003, and must be completed by May 31, 2004. Scope of Work Survey and Survey Report: The successful consulting firm will conduct intensive -level surveys of, and prepare a Colorado Cultural Resource Survey Architectural Inventory Form for each of approximately 40 properties owned by the Poudre School District containing buildings or structures built prior to 1970. Nearly all of these properties are schools or school -related resources; however, a few properties may be farmsteads or similar properties purchased by the District as potential sites for future schools. The consultant will need to provide detailed architectural descriptions and in-depth historical research for both primary and secondary structures, as well as a professional assessment of significance and integrity, evaluating each resource's eligibility for designation as a Fort Collins Landmark and for listing on the National Register of Historic Places. The Advance Planning Department will supply the consultant with an Access database of the Architectural Inventory Form to be used in recording the data. All inventory forms and reports will be submitted in this digital format as well as in hard copy. Professional quality black & white 35mm photography of all buildings and structures, with details of significant features, is required. Two copies of each 35mm print will need to be produced and properly labeled. Archival sleeves will be provided by the Advance Planning Department. A photo CD of each roll of film will also be required, and should be requested each time the 35mm prints are being developed. A comprehensive photographic log and an organized catalog of negatives and prints will need to be submitted with the final report. All digital images, negatives and prints taken during the course of the project will become the property of the Poudre School District and City of Fort Collins. The consultant will complete both draft and final survey reports, following the format of the Colorado Cultural Resource Survey Manual. The consultant will provide one original of the draft report, and five (5) originals of the final survey report. The report will need to include in part a complete bibliography; a definition and description of all appropriate property types, including images of representative examples; tables of properties identified by address, site number, eligibility, and resource type; and a discussion of identifiable data gaps and pertinent research questions for future studies. USGS 7.5' quad maps and planning maps, clearly delineating the boundaries of the survey area and identifying the resources by site number and eligibility, will also be required. All survey work must be completed to the standards of the National Park Service and the Colorado Historical Society, as detailed in the Society's Colorado Cultural Resource Survey Manual. Survey work shall also meet the Secretary of the Interior's Standards and Guidelines for Identification and Evaluation published September 29, 1983 in the Federal Register. Context: The consultant will research and prepare a comprehensive context on the historic, social and architectural development of schools and school -related buildings and structures, from the 1860s to 2000, located within the Poudre School District boundaries or historically related to schools within the boundaries. To develop the context, the consultant will need to conduct in-depth research in order to provide a detailed history of the topic. In addition to the physical manifestations, the context will discuss historical events, educational philosophies, and the people significant in shaping education in our area, i.e. school superintendents, teachers, boards of education, and politicians, as well as architects and contractors. The consultant will provide one original of the draft context, and five (5) originals of the final context. All notes, photocopies, and ephemeral materials which the consultant prepares or acquires during the course of the project are to be submitted in an organized manner with the final contexts, and will become the property of the Poudre School District and City of Fort Collins. Nomination(s) - Based upon the results of the survey information and in consultation with the Poudre School District and Advance Planning staff, the consultant will prepare National Register of Historic Places and/or Fort Collins Landmark nomination form(s) for no more than three properties. The consultant will need to submit two originals of each nomination prepared. Progress Reports and Meetings - The consultant will provide a monthly progress report describing work both completed and underway, and will meet with the project manager as needed. Additionally, the consultant will attend up to two public meetings, with the Poudre School District Board of Education and the City's Landmark Preservation Commission, and one public open house. Project Performance and Payment Schedule Products Due Date Advance Planning Payment Department Response Progress Reports 15' of Each Month Review/Approve None Draft Historic Context October 1, 2003 Review/Approve $5,750 (Upon City Approval) Draft Inventory Forms; January 5, 2004 Review/Approve $5,750 Draft Survey Report. (Upon City Approval) Final Historic Context - Five March 1, 2004 Review/Approve $5,750 originals; (Upon City Approval) Final Inventory Forms — Two sets; Maps - Five sets. Meetings with Poudre R-1 Board of March/April 2004 None Education and with Landmark Preservation Commission Open House April 2004 None National Register and/or Fort Collins May 1, 2004 Review/Approve $5,750 Landmark Nomination Forms (up to (Upon Final CHS and three properties) - Five originals of City Approval of all each nomination prepared; Deliverables) Final Survey Report - Five originals. Qualifications and Proposals Minimum Qualifications - Consultants must meet the Secretary of the Interior's qualifications for Historian or Architectural Historian as described in 36 CRF 61, "Procedures for Approved State and Local Government Historic Preservation Programs, April 13, 1984," or otherwise be approved by the Colorado Historical Society. The Society, at its discretion, will have the opportunity to participate in the selection of any consultant hired to conduct any portion of this contract's scope of work. Project Proposals - The successful consulting firm will demonstrate experience in writing comprehensive contexts, in completing professional quality surveys of historic resources, and in preparing National Register of Historic Places nominations. The Project Manager will assume ultimate responsibility for project deliverables and will be the primary contact for the project. Proposals should include the following: • A resume for each person that will work on the project, with their hourly rate; • A description of the proposed methodology; • An itemized cost proposal, including major tasks, the personnel assigned to each task, and the number of hours estimated for each person/task. • An assurance that the Project Performance Schedule deadlines will be met. • Descriptions of similar historic resource surveys, nominations, and/or contexts completed by the firm's principal staff, with a contact name and phone number for each project. • Any other relevant information that will enable the selection committee to determine the overall efficiency and effectiveness with which the firm does business. "No member, officer, or employee of the CLG grant recipient, including advisory board, review board, or commission board members shall have any interest in the agreement or the process thereof, except that such persons may provide technical consultative, or oversight assistance in a voluntary capacity, i.e., unpaid, and the time not charged to the required matching share for the HPF grant." 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 City of Fort Collins may elect to select a firm based on review of written proposals 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 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 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 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm done previous projects of this type and scope?