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HomeMy WebLinkAboutRFP - P948 SOUTH TAFT HILL ROAD IMPROVEMENTS (2)City of Fort Collins Administrative Services Purchasing Division REQUEST FOR PROPOSAL CITY OF FORT COLLINS SOUTH TAFT HILL ROAD IMPROVEMENTS HORSETOOTH ROAD TO CR-38E (HARMONY ROAD) Proposal Number P-948 The City of Fort Collins is seeking proposals from qualified consultants for roadway design services for South Taft Hill Road Improvements. 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), July 28, 2004. Proposal No. P-948. 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 Dean Klingner, Project Manager, Engineering (970) 221-6605. Questions regarding proposals submittal or process should be directed to John Stephen, CPPO, Senior Buyer (970) 221-6777. A copy of the Proposal may be obtained as follows: Download the Proposal/Bid from the BuySpeed Webpage, https://secure2.fcqov.com/bso/login,bsp. 2. 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, G 0 TLC Q- m s B. O'Neill II, CPPO, FNIGP Dir for of Purchasing & Risk Management IQ lot) 215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 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? 10 PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and , [insert either a corporation, a partnership or an individual, doing business as 1, hereinafter referred to as "Professional". W ITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Professional agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of ( ) page[s], and incorporated herein by this reference. 2. The Work Schedule. [Optional] The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of ( ) page[s], and incorporated herein by this reference. 3. Time of Commencement and Comoletion 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 11 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, Proiect 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 $500,000 combined single limits, and errors and omissions insurance in the amount of 6. Compensation. [Use this paragraph or Option 1 below.] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay 12 Professional a fixed fee in the amount of All such fees and costs shall not exceed ($ ) plus reimbursable direct costs. ($ ). The parties acknowledge that and are not parties to this agreement. However, the rates listed for services to be provided by these subcontractors shall be the rates paid by the City to the Professional for these services. If the amount charged by these subcontractors exceeds the rates listed in Exhibit "C" the excess amount shall not be paid or owed by the City. The limitation on increases in prices set forth in section 4 herein shall apply to all rates listed in Exhibit "C" including subcontractor rates. 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 13 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 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 14 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. 11 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. 15 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. 16 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: James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management CNlXIIA 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) 17 Request for Proposals For Consulting Engineering Services South Taft Hill Road Improvements - Horsetooth Road to CR-38E (Harmony Road) For The City of Fort Collins Engineering Department RFP #948 Section 1.0: Proposal Requirements 1.1 General Description The City of Fort Collins is soliciting proposals from qualified consultants for roadway design services for South Taft Hill Road Improvements. The successful proposer will address all of the tasks, issues, and requested information in their proposal, possess the requisite skills and manpower necessary to produce a high quality project on time and on budget, and be motivated to work with staff, citizens, and governing bodies to accomplish the goals and objectives associated with the project. The services will generally consist of two phases: Phase A — Conceptual, Preliminary and Final Design, and Phase B — Construction Administration. 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 their proposal. Qualified consultants interested in performing the work described in this request for proposals should submit the following information to the City. 1. Qualifications of the firm and staff proposed to perform the work on this project. This should include resumes of staff members to be used specifically on this project along with their billing rates and title, and any anticipated subcontractors. 2. A list of similar projects completed in the last five years. 3. A detailed engineering services fee estimate for the conceptual, preliminary and final design and management of the project (Phase A) including a cost break down of hourly rates, number of hours assigned for each task of work for all personnel and sub -consultants, and a detailed tabulation of reimbursable costs. Hourly rates and unit costs will also be provided for Phase B, Construction Administration. A list of proposed project personnel including title and hourly rates will also be required for Phase A and B. 4. A schedule that shows the anticipated time frame for each item shown in Section 2.3 that meets the overall project schedule in Section 2.4. 2/9/00 5. References from at least three other projects with similar requirements that have been completed within the past five years and that have involved the staff proposed to work on this project. The projects listed as references for the firm and staff are not required to be the same. As part of the reference check process, the City may choose to visit one or more of the listed projects and/or request a copy of the plans and documentation completed. 6. Sample plan and profile sheets of a similar project should be included in each submittal. Sample sheets shall behalf size (11"x17") copies. 7. Limit the total length of your proposal to a maximum of 40 pages (excluding covers and dividers). The Director of Purchasing and Risk Management may reject proposals received that are longer than 40 pages in length. 1.3 Contacts Questions related to procedures should be directed to John Stephen — CPPO, Senior Buyer City of Fort Collins Purchasing 215 N. Mason Street P.O. Box 580 Fort Collins, CO 80522 Phone 970-221-6775 E-mail isteahen(rfcgov.com Questions related to the scope of work should be directed to: Dean Klingner — Project Manager City of Fort Collins Engineering 281 N. College Avenue P.O. Box 580 Fort Collins, CO 80522 Phone 970-221-6605 E-mail dklingnerefcgov.com John Lang -- Project Director City of Fort Collins Engineering 281 N. College Avenue P.O. Box 580 Fort Collins, CO 80522 Phone 970-221-6605 E-mail ilanga-fcgov.com 1.4 Pre -proposal Meeting A pre -proposal meeting will be held at 215 N. Mason, Training Room 2"d Floor, Fort Collins, Colorado, on July 13, 2004 at 10:00 am. Oral interviews and presentations for the top three proposers are expected to be held on the week of August 16th or the week of August 23rd with work beginning on or around early September 2004. 2/9/00 Section 2.0: Scope of Work 2.1 Background This project is funded with Larimer County Regional Capital Expansion Fees collected through building permits issued within the City of Fort Collins. It is anticipated that these fees will fund the full design of an interim 3-lane section and/or the ultimate 4-lane arterial section. At the present time, it is anticipated that only funds for the construction of an interim, three lane, rural type road will be available. If additional funding sources are identified, the ultimate City of Fort Collins four lane arterial road may be constructed. The ultimate design will incorporate the interim design to minimize road impacts during ultimate design construction. Typical cross sections for the interim and ultimate options are attached in Exhibit A. 2.2 General Project Description The limits of the project will be from Horsetooth Road south to CR-38E (Harmony Road) as shown on Exhibit B. Both the interim three lane rural section and ultimate four lane arterial section will be designed through preliminary design including identification of ROW needs. Once the preliminary design and project cost estimates are complete for both sections, final design will proceed in one of two scenarios. If the interim section is chosen to be constructed, final design will include designs for both the interim and ultimate sections. If the ultimate section is chosen to be constructed, final design will include only the ultimate section. The consultant will separate the design costs for the interim and ultimate section in the Final Design phase of their engineering services fee. Various public meetings, individual property owner meetings, open houses and coordination meetings are anticipated to occur throughout the project. Consultant support will be needed such as the creation of drawings and informational brochures, and meeting attendance. Property mitigation meetings will be held with land owners where ROW or easements are needed for the project. Consultant drawings of the land owner's parcel and proposed mitigation should be proposed on a per hour basis for drawing and meeting time. A minimum of two open houses are anticipated during the design of this project with a third open house expected prior to construction. The anticipated design and construction work will consist of road reconstruction and widening, earthwork, relocation of utilities, storm sewer installation, pavement, private property mitigation, and landscaping. Sidewalk, curb and gutter will be included in the ultimate section only. The Larimer County Urban Area Street Standards will govern the project. All plan work for this project must be completed using AutoCAD in a mutually agreed upon version. 2i9ioo 2.3 Project Requirements Phase A Conceptual Engineering Design • City survey crews should be available to assist the consultant with design surveying needs, however, the consultant will include surveying as a line item in the design cost in the event City crews are unavailable. It is anticipated that the design survey will include, at a minimum, a 150 foot cross section on Taft Hill Road, Harmony Road and Horsetooth Road, a 100 foot cross section on Westfield Drive and Imperial Drive, and extend 500 feet onto all intersecting roads within the project limits. The front of the structures adjacent to Taft Hill Road including houses, outbuildings, landscape features, fences, walls, and other salient features will also be included in the survey. In the event City survey crews are available, the consultant will be required to coordinate survey information and needs with the City of Fort Collins Engineering Department. The consultant will produce the digital terrain model and existing topography from the raw survey data. • The consultant will provide interim and ultimate conceptual designs from Horsetooth Road to Harmony Road, including the intersections at Westfield Drive, Imperial Drive, Horsetooth Road, Harmony Road and address other minor points of access. The consultant should expect that modifications to the standard ultimate cross section are likely, either in isolated areas or for the entire length of the project, depending upon constraints that may be encountered during design. • The consultant shall meet the City Traffic Department's requirements for the preparation of a detailed Traffic Study. The study will consider both the interim and ultimate road sections. The results of the Traffic Study shall be used for the pavement design and to adequately size turn lanes, access points, and intersections for both the interim and ultimate designs. • Master drainage plans, and interim and ultimate storm water plans and reports for the area will be reviewed by the consultant for incorporation into the Conceptual Design. • At the completion of this phase, the consultant shall prepare a Conceptual Design Report that will include detailed conceptual drawings for the ultimate four lane arterial roadway, interim three lane arterial roadway, current land ownership and land acquisition needs, and contain a conceptual level construction estimate for the ultimate and interim alternatives. The consultant will provide four (4) bound copies and one (1) unbound original of this report to the City. • An Open House will be held at the end of Conceptual Design. Preliminary Engineering Design • The deliverables for the preliminary design phase will be a refined detailed set of design plans for the ultimate and interim arterial sections. Components of the design will, at a minimum, include horizontal and vertical alignment, right-of-way needs, road cross sections, existing utility locations, utility 2r9i00 conflicts, modifications and relocations, existing structures, landscaping, drainage, and detailed cost estimates. Curb and gutter, sidewalk and medians will be included in the ultimate design. • The consultant will verify both the vertical and horizontal locations of all utilities through potholing. The consultant will be responsible for scheduling the City survey crews to survey in the potholed utilities. If City survey crews are not available, the consultant will provide the surveying of the potholed utilities. • The consultant will arrange a Utility Coordination Meeting with all utilities impacted by the project. Individual meetings with each utility may also be necessary. All utility conflicts must be identified and preliminary relocation and removal plans must be coordinated through the appropriate utility companies. • The consultant will prepare a preliminary drainage report. The City of Fort Collins Storm Water criteria will be followed in the report preparation. The drainage report shall address all historical storm water crossings and any storm water master plans that encompass the area as well as analysis of the roadway drainage. • The consultant will be required to coordinate with the City Surveyor and City Real Estate Services for the identification and acquisition of right-of-way and easements. The City Surveyor will prepare the right-of-way and easement exhibits and descriptions. • All geotechnical investigation services required for the design of this project will be provided by the consultant. These services will include subsurface exploration for the roadway, soils report and a pavement design report. • The consultant must provide detailed written monthly progress reports and minutes of project meetings throughout the duration of the design. The progress reports will be part of the billing submitted monthly throughout the entire project. • At the completion of this phase, the consultant shall provide the City with up to three (3) full-size and eleven (11) half-size sets of review plans. The plans should be approximately 75% complete. • The consultant shall prepare a construction estimate for both the ultimate and interim arterial sections with as much detail and accuracy available. • One open house is anticipated at the end of preliminary design with exhibits of both interim and ultimate scenarios. Final Design • During this phase, the consultant will be required to provide complete detailed design plans for the project. The scale of all full size drawings should be no smaller than V=20' and be in compliance with the Larimer County Urban Area Street Standards • The consultant will prepare a final drainage report. The report will incorporate any changes made between the preliminary and final design phases and address all comments from the preliminary drainage report review. • The consultant will be required to prepare all applications for necessary design approval or construction permits. • The consultant will be required to prepare contract documents and specifications using the Construction Specification Institute (CSI) format. The 2/9/00 contract documents will contain the EJCDC General Conditions. The City will assist the consultant with modifications to the General Conditions. • Near the completion of final design, the consultant shall provide the City with up to three (3) full-size and eleven (11) half-size sets of review plans, cost estimate and specifications. The plans should be approximately 95% complete. The consultant shall provide the City with drawings in electronic format as well. The consultant shall implement comments from the City and other affected agencies and incorporate necessary modifications into the final set of "bid" documents. • The consultant will provide one (1) final design cost estimate, three (3) full size bid plans, twenty one (21) half-size bid plans and twenty (24) copies of contract documents / specifications. • The consultant shall also provide to the City Surveyor a "design drawing" in AutoCAD in a City compatible version that contains all of the design elements contained in the plan set which will allow the City survey crews to provide construction staking. This drawing must maintain the coordinate base established during the initial topographic survey (e.g. horizontal and vertical alignments). • During project bidding, the consultant will attend the project Pre -Bid Meeting and provide bidding assistance prior to the bid opening. The consultant will also assist in evaluating contractor bids. • The consultant will revise the "bid plans" as necessary based on addendums or discrepancies noted and issue a full size (24" x 36") original, P.E. stamped and signed Mylar plan set and specification book. These plans will be produced after the contractor has been selected and the plans will be noted "For Construction." Phase B Construction Administration — Negotiated scope using proposed unit costs after completion of Phase A • The consultant will provide construction administration, submittal review and continuous full time field inspection for portions of the project. The Resident Project Representative will be expected to work as a member of a construction management team with members from the City's Engineering Department. This person must be qualified and pre -approved by the City. • The Resident Project Representative, throughout the duration of the construction, must also keep weekly progress reports as well as daily logs. • The consultant will also be required to produce "as constructed" drawings on Mylar, P.E. stamped and signed, at the completion of the project. Final drawings shall also be submitted on compact disk. All material submitted at the completion of the project shall become property of the City of Fort Collins. 2.4 Project Schedule It is expected that the design of this project will begin in the fall of 2004 and be completed by the end of 2005. The construction schedule will be determined based on the outcome of the final funding and determination of the final roadway cross section. 2i9i00 Section 3.0: Terms and Conditions The payment for services, as described under the Scope of Services, shall be based upon hourly rates as outlined in the submitted cost schedule/estimate. The submitted cost estimate shall establish a "not to exceed" amount for the contract. Any changes in scope to the original contract will be treated as a negotiated change order to the contract. Reimbursables will be at cost. Section 4.0: Evaluation 2/9/00 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? 2/9/00