HomeMy WebLinkAboutRFP - P914 TELEWORK ASSISTANCE PROGRAMREQUEST FOR PROPOSAL
CITY OF FORT COLLINS
PROPOSAL NUMBER P-914
TELEWORK ASSISTANCE PROGRAM
PROPOSAL DATE: NOVEMBER 18, 2003, 2:30 p.m.(our clock)
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 $500,000
combined single limits, and errors and omissions insurance in the amount of
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6. Compensation. [Use this paragraph or Option 1 below.] In consideration
of the services to be performed pursuant to this Agreement, the City agrees to pay
Professional a fixed fee in the amount of ($ ) 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, 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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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. Bindino 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
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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)
2/9/00
City of Fort Collins
Administrative Services
Purchasing Division
REQUEST FOR PROPOSAL
CITY OF FORT COLLINS
TELEWORK ASSISTANCE PROGRAM
PROPOSAL NUMBER P-914
The City of Fort Collins is seeking proposals from consultants knowledgeable in developing a
marketable telework assistance program for the City of Fort Collins.
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
2:30 p. m. (our clock), November 18, 2003. Proposal No. P-914. 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:
Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to
request document #30914. (The proposal number must be preceded by a 30
when using the Fax -line.)
2. Download the Bid from the Purchasing Webpage, Current Bids page, at:
www.fcgov.com/purchasing.
3. 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 Sylvia Cranmer, Project
Manager at 970-224-6182.
Questions regarding proposals submittal or process should be directed to John Stephen, CPPO,
CPPB, Senior Buyer, (970) 221-6775.
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.
1
215 North Mason Street - 2nd Floor - P.O. Box 580 - Fort Collins, CO 80522-0580 - (970) 221-6775 - FAX (970) 221-6707
The City of Fort Collins reserves the right to reject any and all proposals and to waive any
irregularities or informalities.
Sincerely,
James B. O'Neill II, CPPO, FNIGP ►'`�
,-,,,,pirector 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.
The vendor registration form is located by
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If you have any difficulty completing the registration process, please call the Purchasing Division
at (970)221-6775 for assistance.
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Section 1.0: Proposal Requirements
1.1 General Description
The City of Fort Collins, Colorado, is requesting proposals from consultants
knowledgeable in developing a marketable telework assistance program for the City of
Fort Collins SmartTrips.
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. The name of the company and individual, responsible for the ongoing support of
the system.
b. References from four (4) or more current clients, preferably governmental entities
in Colorado, which have used this company for similar services, including a
contact name, address and phone number, and the kind of equipment or services
that were provided.
c. A written description of the proposed products and services as required below.
d. Pricing as requested.
e. 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.
f. The City of Fort Collins is exempt from all state taxation including state sales and
use taxes.
g. It is the intent of the City of Fort Collins to award this proposal based upon a fixed
fee plus reimbursable costs. Consultant will be required to sign a Professional
Services Agreement.
Section 2.0: Scope of Work
The tasks outlined below are based on The City of Fort Collins' objectives in developing
a marketable telework assistance program. Successful completion of these tasks will be
determined by the City of Fort Collins acceptance and approval of the task products
listed in each section.
Task 1: Develop/Implement Five Successful Telework programs
1A - Initial meeting to develop plan
The consultant will meet with SmartTrips staff to finalize project objectives and tasks and
to establish timelines for task completion.
1 B - Work with five companies in implementing successful telework programs
1 C - Refine pilot programs
The consultant will conduct one -hour discussion forums or focus groups with teleworkers
and their managers separately to identify any problems and to fine-tune the program.
The consultant will conduct these meetings three months after the program
implementation.
1 D - Products
• Finalized objectives, tasks, schedule
• Monthly status report on pilot programs
• Pilot resource materials
• Discussion forum results
Task 2: Develop Case Studies
2A - Develop evaluation methodology
The consultant will develop data collection instruments to survey teleworkers and
telemanagers before teleworking and six months after participating in the program. The
consultant will also develop an instrument to collect employer cost/benefit information
from pilot employers. Survey instrument will also satisfy data required by funders: Total
number of employees that work at companies with a telework program; percentage
(expressed as a decimal) of employees that telework; average one-way trip distance;
number of one -ways trips per day; average days per week that employees telework
instead of commuting; number of work weeks per year.
2B - Distribute and collect pre and post -surveys
The consultant will distribute and collect surveys at each pilot site. SmartTrips staff may
assist the consultant at SmartTrips' option. The consultant will also distribute and collect
cost/benefit information from employers.
2C - Analyze and report evaluation data
The consultant will develop reports on each of the pilot studies, presenting results of the
surveys, cost/savings information and any other information collected from the pilot
employers. The consultant will also perform any necessary tabulation and analysis to
produce reports.
2D - Prepare case -study reports
The consultant will prepare a case -study report for each pilot employer location which
includes a summary of program implementation steps, impacts on the company, impacts
on employees, bottom -line results, testimonials and lessons learned. The purpose of the
case study reports is to showcase the business reason for implementing a telework
program.
2E - Products
• Survey instruments
• Cost/Savings logs
• Evaluation results
• Case studies
• Formal and informal presentation of pilot studies
Task 3: Develop and Conduct External Training Program
3A - Prepare training handbook and resources
The consultant will develop the training handbook and resources, including samples of
telework agreements, policies, selection survey and training materials.
3B - Presentation materials/training sessions
Training sessions will be coordinated in order to market the program to employers, to
train teleworkers and managers. Videos, overheads or a PowerPoint presentation will be
developed, which can be used in conjunction with the training sessions. The training
sessions will be offered two (2) times per year to local businesses for their teleworkers
and managers. The SmartTrips staff and others will provide the forum for organizing the
training sessions.
3C - Products
• Telework training program outline
• Telework training sessions (2)
• Training resources including a handbook with sample policies, surveys, and
training materials including videos, overheads or PowerPoint presentation
Task 4: Internal Training of SmartTrips Staff (this may be achieved through staff
observation)
4A - Prepare materials to train SmartTrips Telework "specialist"
The consultant will develop a package of materials to "train the trainers" that can sustain
the development of staff expertise on an on -gong basis.
4B - On the job training of SmartTrips staff
The consultant will involve SmartTrips staff in developing the training program and
performing the tasks associated with the pilot Telework programs.
4C - Products
• Training materials
• Field work with staff
Task 5: Develop a Marketing and Outreach Program to Promote Telework to
Employers
5A - Provide promotional events such as breakfasts, Chamber meetings, and
other group presentations. SmartTrips staff will help to facilitate these events.
5B - Develop content/resources for website (we'll develop/maintain)
5C - Develop/provide content for promotional materials (we'll produce) such as
brochure, flier, poster.
5D - Products
• Promotional events
• Website content/resources
• Content for brochures, fliers, or posters
Task 6: Track Results/Evaluation
6A - Tracking of results will include accounting of: number of companies
participating; number of teleworkers; organizations trained; VMT measurement;
exposure via mail, print media and phone; increase in teleworking activities as a result of
this program; website hits; and the results of the case study program.
Data available through SmartTrips will be collected by SmartTrips and collated by the
consultant.
6B - Development of on -going tracking mechanism for participation, for use with
future employers
6C - Develop a method of evaluating the success of programs
6D - Products
• Track and report results
9 Write final report
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 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?
Reference evaluation (Top Ranked Firm)
The project Manager will check references using the following criteria. The evaluation
rankings will be labeled Satisfactory/Unsatisfactory.
STANDARD
QUALIFICATION
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?
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
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