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HomeMy WebLinkAboutRFP - P909 RAW WATER IRRIGATION ANALYSIS FOR PARKSCity of Fort Collins Administrative Services Purchasing Division REQUEST FOR PROPOSAL My&-w*Ty3*]:41111814111141.K PROPOSAL NUMBER P-909 RAW WATER IRRIGATION ANALYSIS FOR PARKS PROPOSAL DATE: NOVEMBER 3, 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 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 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. E 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 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 10 competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 17. Special Provisions. [Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit "_", consisting of ( ) page[s], attached hereto and incorporated herein by this reference. THE CITY OF FORT COLLINS, COLORADO By: 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] By: Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: ATTEST: Corporate Secretary (Corporate Seal) 11 REQUEST FOR PROPOSAL CITY OF FORT COLLINS PROPOSAL NUMBER P-909 RAW WATER IRRIGATION ANALYSIS FOR PARKS The City of Fort Collins is seeking proposals from consultants to analyze the cost effectiveness of using raw water in parks for irrigation purposes. Written proposals, four (4) 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), , 2003. Proposal No. P-909. If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. A copy of the Proposal may be obtained as follows: Download the Bid from the Purchasing Webpage, Current Bids page, at: www.fcgov.com/purchasing. 2. Come by Purchasing at 215 North Mason St., 2nd floor., Fort Collins, and request a copy of the Bid. Questions concerning the scope of the project should be directed to Virgil Taylor, Manager of Parks Projects and Cemeteries at 970-221-6365 or e-mail at vtaylor@fcgov.com. Questions regarding proposals submittal or process should be directed to John Stephen, CPPO, CPPB, Senior Buyer, (970) 221-6775 or e-mail atjstephen@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. B. O'Neill II, CPPO, FNIGP F= arely, r of Purchasing & Risk Management Vendors: 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 registration system is accessible through the City of Fort Collins Purchasing Department internet webpage at www.fcgov.com/purchasing. >All >pwchasing Purchastap tts arty Collins. co ebsz+ Pm Ibrol2xta rs Nom- wateb for cnenga:l iml unemotional car ol sod Collins bid Ida in Ion must ehher maNtmtnls pegs far any bid edderMumso homy Purchased that they have 4 ..1.adad a bid sp zuM adderall can be sent directly to them. Bids must be easel on or beelom the ch d d WaningN 4"T"NncN VFN 1F4. The sty of Fort Collins is pl fng onl' tab�,We,;nu'a any ba g t nd reaue I f pm nnq y t t+m<:r . vw • S�sngat4.Jucgnw..�ta MSIe9lnyi,�L.Yuest uns SsctsSn4� 54 The vendor registration form is located by clicking https://secure2.fcgov.com/bso/login.isp .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. 2 Section 1.0: Proposal Requirements 1.1 General Description The City of Fort Collins, Colorado, is requesting proposals from consultants knowledgeable in both design and construction techniques unique to raw water irrigation analysis. 1.2 Proposal Submittal The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal. Firms submitting proposals shall submit four (4) copies of the proposal with the following information. a. References from four (4) or more current clients, preferably governmental entities in Colorado. b. The name of the company and individual, responsible for the project c. Pricing as requested. d. The City of Fort Collins retains the right to reject any or all proposals and re - solicit, if deemed to be in the best interests of the City of Fort Collins and reserves the right to not interview the top 3 consultants. e. The City of Fort Collins is exempt from all state taxation including state sales and use taxes. f. Awarded consultant will be required to name the City as an additional insured and sign a Professional Service Agreement. Section 2.0: Scope of Work 1. Analyze the cost effectiveness of using raw water in parks for irrigation purposes. 2. Determine the minimum size of park that would be cost effective to irrigate with raw water. 3. Determine the pros, and cons and cost benefits of converting existing park domestic irrigation systems to raw water where feasible. 4. Estimate the feasibility/probability of raw water irrigation canals remaining viable as raw water conductors when the existing farms are sold off and no longer utilize canals for farm irrigation. If possible give an approximate time line. - Canals that should be included are: ❑ Pleasant Valley and Lake Canal ❑ Larimer # 2 Canal ❑ New Mercer Canal ❑ Arthur Ditch a Larimer/Weld Irrigation Canal 3 The above analysis should include all costs for either conversion or development of new park raw water systems: i.e. new pump, pump house, electrical, pond development and liners, head gates, raw water purchase, tap fees, plant investment fees, delivery laterals, pump and equipment maintenance (long term), domestic backups, long term cost savings (rebates from Fort Collins Utilities) for decreased use of domestic water, etc. Also consider the storm drainage run off into ditches, ponds and lakes that Parks may be able to utilize. (An example of this is Miramont Park pond where the runoff from the neighborhood flows back into the pond providing additional irrigation water.) 1. Please provide a separate estimate of cost for each of the above numbered items. 2. Please provide a time estimate to complete the project. 4 Section 3.0: Evaluation 1.1 Evaluation and Assessment of Proposal An evaluation committee shall rank the interested firms based on their written proposals using the ranking system set forth below. Firms shall be evaluated on the following criteria. The ranking scale shall be from 1 to 5, with 1 being a poor rating and 5 an outstanding rating. Recommended weighting factors for the criteria are listed adjacent to the qualification. Weighting Factor Qualification Standard Does the proposal show an 2.0 Scope of Proposal understanding of the project objective, methodology to be used, and results that are desired from theproject? Suitability of Equipment Does the equipment and/or services 3.0 and Services that will be provided meet the needs of the City as outlined in the RFP? Do the persons who will work on the 2.0 Assigned Personnel contract have the necessary skills? Can City employees receive quality 1.0 Availability service in a reasonable time? Is the firm interested in implementing 1.0 Motivation and supporting long-term, quality services? Is the proposed cost for the installed pay and display/pay by space 2.0 Cost and Work Hours equipment and associated services reasonable? Does the firm have the support 2.0 Firm Capability capabilities to provide long-term services? 1.2 Reference Evaluation (Top -ranked firms) The Project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory / Unsatisfactory. 1.3 Qualification and Standard a. Overall Performance- Would this company be your supplier again? b. Customer Service- Was this company supplying a quality product with quality services? c. Completeness- Was the company responsive to customer needs; did the company anticipate problems? Were problems solved quickly and effectively? 5 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 'Professional'. WITNESSETH: , hereinafter referred to as 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: 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, Protect 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 $500,000 combined single limits, and errors and omissions insurance in the amount of 7 6. Compensation. [Use this paragraph or Option 1 below.] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional a fixed fee in the amount of All such fees and costs shall not exceed ($ ) plus reimbursable direct costs. ($ ). 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, 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. E: