HomeMy WebLinkAboutBID - P860 TELEVISION STUDIO LIGHTING & SET DESIGNAdministrative Services
Purchasing Division
REQUEST FOR PROPOSAL
City of Fort Collins Proposal Number P-860
TELEVISION STUDIO LIGHTING AND SET DESIGN
The City of Fort Collins is seeking proposals for the design, purchase/supply, and
installation of equipment to create a television studio in an existing finished space in the
City Hall Building, 300 Laporte Avenue, Fort Collins, Colorado. The awarded Firm will
also provide training for City Staff in the operation and maintenance of the supplied
equipment. This work is considered Phase III of the Cable 27 Studio Project for the
Information Technology Department.
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), October 7, 2001. Proposal No. P-860. 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.
A pre -proposal meeting will be held at the site on September 23, 2002, at 10:00a.m.
Technical questions concerning this project should be directed to the Project Manager,
Steve Seefeld, Facilities Department, (970) 221-6227. E-mail address: sseefeld@ci.fort-
collins,co.us.
Purchasing questions regarding proposals submittal or process should be directed to
John Stephen, CPPB, Senior Buyer, (970) 221-6775.
A copy of the Proposal may be obtained as follows:
Call the Purchasing Fax -line, 970-416-2033 and follow the verbal
instruction to request document #30860. (The proposal number must
be preceded by a 30 when using the Fax -line.)
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 Proposal.
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.
215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Ilins, 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.
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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
PSA 10/97 11
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)
PSA 10/97 12
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,
J m s B. O'Neill II, CPPO, FNIGP
ctor of Purchasing & Risk Management
E
TELEVISION STUDIO LIGHTING AND SET DESIGN
Section 1.0 General
1.1 General Description
The City of Fort Collins is requesting proposals for the design, purchase,
installation and staff training to create a television studio in an existing finished
space in the City Hall Building, 300 Laporte Avenue, Fort Collins, Colorado.
Section 2.0 Proposal Submittal
2.1 The City of Fort Collins shall not reimburse any firm for costs incurred in the
preparation and presentation of their proposal.
2.2 Firms submitting proposals shall include four (4) copies of the proposal each
consisting of the following information:
a. The name of the firm, and the firms "contact individual" submitting the
proposal.
b. References from (2) two or more customers, preferably in the Rocky
Mountain Region, who have used the firm's organization for similar services.
Please supply address and telephone numbers for references.
C. Narrative as to the firm's ability to satisfy the needs of the City to supply
and install the lighting system as described in this solicitation.
d. A written description of the proposed products and installation methods
conforming to the qualifications described herein, with as much specification and
diagrammatic information as possible.
e. Product data for each item of equipment supplied, including the
manufacturer's standard details and installation and maintenance
instructions.
f. Wiring diagrams for connection of component systems and connections
to be made to existing utilities.
g. Design, purchase, installation and training costs for all lighting grid
hardware and lamps, distribution systems, lighting control systems including
dimmers, any required gaffer equipment, curtains or backdrops, and any other
information necessary to determine costs and requirements to complete the
project.
3
Section 3.0 Scope of Work
3.1 Products and Design
The resulting design should be flexible, allow for up to 2 separate set areas,
make use of creative lighting techniques including chroma keying and other
techniques. The absolute ceiling height from floor to ceiling is 10 feet, the room
size is 20 ft by 42 ft. (see drawing attached). 2 remote cameras are planned.
Formats for the programming to be taped or cablecast live from the studio
include forums, talk show type programs, training, press conferences, magazine
style programs, presentations, round table discussions. 1 to 15 people may be
present and/or participate in the production.
3.2 Awarded firm will be required to travel to Fort Collins a minimum of twice to meet
with the architect, City staff, and other affected parties to coordinate and finalize
plans.
3.3 One firm must supply the complete package and shall be responsible for design,
furnishing and installing equipment, and training.
3.4 The firm shall provide a one (1) year exclusive warranty on all parts, equipment
and materials.
3.5 The firm shall provide a 24 hour response time to any call for warranty repair
during the warranty period. Warranty repairs must be completed within 72 hours.
3.6 The firm shall supply a minimum of eight (8) hours training, at the
Site describing the general operation of the complete lighting system including all
hardware and equipment, and proper care and maintenance to the appropriate
designated City personnel.
3.7 The firm will be responsible for any permits in regard to the installation of the
lighting system. The firm will use electricians licensed in the state of Colorado to
perform electrical connections.
3.8 There is a remote possibility that the City may receive some donated lighting grid
materials. The City reserves the right to supply any donated materials.
Section 4.0: Additional Requirements
4.1 The awarded firm must enter into agreement for the work with the City of Fort
Collins by executing the attached Service Agreement.
4.2 Upon completion of the project, the Firm shall supply two (2) sets of complete
Operating and Maintenance Data Manuals bound and certified by the firm. The
manuals shall include, but not be limited to, recommended frequency for
maintaining equipment in optimum operating condition under anticipated use;
and, precautions against the introduction of substances that may be detrimental
to finishes and performance of the enclosure or associated equipment.
E
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 the ro'ect?
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
ro'ects of this t e and sco e?
5
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 11 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
PSA 10/97 7
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, 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 $500,000
combined single limits, and errors and omissions insurance in the amount of
PSA 10/97 8
6. Compensation. [Use this paragraph or Option 1 below.] In consideration
of the services to be performed pursuant to this Agreement, the City agrees to pay
Professional a fixed fee in the amount of
All such fees and costs shall not exceed
($ ) 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.
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