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HomeMy WebLinkAboutRFP - P878 GEOTECHNICAL TESTING SERVICE ANNUALREQUEST FOR PROPOSALS GEOTECHNICAL TESTING SERVICE P-878 DUE DATE: 3:00 P.M. (OUR CLOCK) January 28, 2003 2 REQUEST FOR PROPOSALS GEOTECHNICAL TESTING SERVICES For THE CITY OF FORT COLLINS ENGINEERING DEPARTMENT Proposal No. P-878 The City of Fort Collins Engineering Department is seeking a qualified consultant firm to perform construction material testing for street projects and other similar projects on an as-needed basis. 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), January 28, 2003. Proposal No. P-878. If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80521. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. A Pre-Proposal conference will be held at 215 N Mason, 2nd floor, conference room 2A on, January 9, 2003 at 10:00 am. We strongly recommend attendance at this pre-proposal meeting if your firm intends to submit a proposal. Your proposal should include the completed bid schedule and a list of other testing services you perform with prices for those services; the time frame required to perform such services; qualifications; and a list of projects similar in nature with references for those projects. We are very concerned with turn around time on testing and response time to requests for testing. Please address these issues in your proposal. Please keep your proposals brief and concise. Questions concerning the scope of this project should be directed to Rick Richter, Project Manager, at (970) 221-6798. Questions regarding proposal submittal or process should be directed to John Stephen, Senior Buyer, at (970) 221-6775. A copy of the Proposal may be obtained as follows: 1. Call the Purchasing Fax-line, 970-416-2033 and follow the verbal instruction to request document #30878. 2. Download the Proposal/Bid from the Purchasing Webpage, www.fcgov.com/purchasing. 3. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request a copy of the Bid. Sales Prohibited / Conflict of Interest: No officer, employee, or their dependent or person residing in and sharing the expenses of their household, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies, or services. This rule also applies to subcontracts with the City. This shall not apply to members of any authority, board, committee or commission of the City, other than the members of the City Council. Soliciting or accepting any gift, gratuity, favor, entertainment, kick-back or any items of monetary value from any person who has sought or is seeking to do business with the City of Fort Collins is prohibited. Any vendor knowing of this type of activity is encouraged to report in confidence to the Director of Purchasing and Risk Management, the Director of Finance, the City Attorney, or the City Manager so the matter can be dealt with. 3 Collusive or Sham Proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to the relevant authorities as such. Your authorized signature on your proposal submittal 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, James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management 4 1. SELECTION CRITERIA AND METHOD The City's Capital Project Management Control System Manual prescribes the consultant selection criteria and method. A copy of the review and assessment criteria is attached. 2. TERMS AND CONDITIONS The payment for services as described under the Scope of Services shall be based on unit prices and reimbursement rates for completed services. The Consultant shall include in their proposal a detailed list of unit costs and reimbursement rates for the services requested. The Professional Services Agreement shall commence approximately February 2003 and continue in full force and effect for one year. At the option of the City, the Professional Services Agreement may be extended for up to four (4) additional one-year terms. Increases in the Fee Schedule may be negotiated for subsequent renewal of the third, fourth, and fifth additional one- year periods. Price changes in the Fee Schedule will be negotiated by and agreed to by both parties and any increases shall not exceed the Denver-Boulder CPI index. The Contract may and will be used at the option of other City Departments. Use of Subcontractors The Consultant shall indicate in their proposal any work intended to be performed by subcontractors or persons outside of the firm. The Consultant shall name the subcontractors, if known at the time the proposal is submitted. If the names of subcontractors are not presented in the proposal, the City reserves the right of approval or rejection. 3. SCOPE OF SERVICES Engineering has the following street projects which may require geotechnical services over the next two years: North College Improvement Project, Prospect Road from Prospect Parkway to Summit View Drive, Pedestrian Access Program, and Minor Bridge Maintenance Program. In addition the Engineering Construction Inspectors may need geotechnical services and or inspection services to help them resolve problems with private developments. Engineering also manages the annual street maintenance program. The 2003 and 2004 programs will involve over 7 million dollars of street work each year. The following is a brief description of the services estimated we will need in the Engineering Department. The City spent approximately $100,000 in 2002 for services. The 2002 Street Maintenance project, included a total of over 80,000 tons of asphalt placed, and over 25,000 lineal feet of concrete curb gutter, and walk constructed. We expect similar quantities in the 2003 project. The testing frequency will be as specified in the “Larimer County Urban Area Street Standards”. Some of the tests required for the Street Maintenance Project are asphalt extraction and gradation, sampling aggregate at the asphalt plant and running a gradation, and physical property and strength tests on concrete. There will be construction projects on: North College from Jefferson Street to Cherry Street and Jefferson/Riverside Avenue between Mulberry Avenue and College Avenue; Prospect Road from Prospect Parkway to Summit View Drive; Lemay Avenue from Fossil Creek Boulevard to Trilby Road; and the Taft Hill Bridge just south of Laporte Avenue. Some of the tests required for these projects are asphalt extraction and gradation, sampling aggregate at the asphalt plant and 5 burrow sources and running a gradation, and physical property and strength tests on concrete and soils tests such as proctors and nuclear field density tests. The testing frequency will also be comparable to that of the Larimer County Urban Area Street Standards. There will also be several miscellaneous projects including the Pedestrian Access Program, Parks and Utility Projects. These projects will require a variety of tests. The purpose of the nuclear asphalt content test is to provide us with a rapid turnaround of asphalt contents throughout the construction season. We would expect a gauge to be available throughout the construction season. We anticipate the need for approximately 100 nuclear asphalt content tests during the 2003 construction season. Due to the anticipated change in oil and aggregate throughout the project, a price for a mix calibration for the asphalt content gauge is included in this contract If the Geotechnical Consultant can assure the City of fast turn around on the asphalt extraction tests, the nuclear asphalt content test may not be needed as part of the contract. The above mentioned tests will be required on short notice (four to six hours) for Concrete and Asphalt tests and (Two to four hours) for soils tests and often response time may be within one to two hours. A field copy of the physical property concrete tests will need to be left on site with the City representative at the time of the test. A prompt verbal (phone) notice on all noncompliance tests will be required immediately after tests are completed. All tests will be followed up with a hard copy of test results including a comparison to the specifications for that particular project, indicating any test results that are out of specification. As directed by the Project Manager and on continues projects out of specification tests shall be tracked until a passing test is achieved and documented as an actable retest. The hard copies shall be submitted within 48 hours. We expect all costs such as mileage, labor, equipment, typing, reviewing, and report writing to be included in all prices submitted. The normal construction hours for the City of Fort Collins are from 7:00 am. to 6:00 pm. Monday thru Saturday. The cost of performing tests during the normal work hours should be included in the unit price for each test. If there will be an overtime charge for work outside of these hours that charge must be addressed in your proposal. The City will give the consultant 24 hours notice for weekend testing. The following is a list of time allowed for some of the more frequently used testing services. Please address in your proposal how and when standby time is charged by your firm. Time allowed for field test without standby time being charged: Concrete Physical Property Tests 1 Hour per test Nuclear Asphalt Densities 15 Minutes per test Nuclear Soils Densities 15 Minutes per test Asphalt Content Sample 30 Minutes per test All field technicians shall meet the Larimer County Urban Area Street Standards for certification. All personnel shall be qualified to perform the assigned tasks or they shall be replaced with qualified personnel at the request of the City. 6 4. BID SCHEDULE ITEM NO. DESCRIPTION Unit PRICE SOILS 101 Atterberg Limits; Classification Liquid Limit, Plastic Limit, Plasticity Index Ea. Test $ ___________ 102 Hveem Stabilometer - "R" Value Ea. $ ___________ 103 Proctor - Standard Ea. $ ___________ 104 Proctor - Modified Ea. $ ___________ 105 Proctor - One Point Check Ea. $ ___________ 106 PH Determination Ea. $ ___________ 107 Nuclear Field Density Test 3 or More Tests Per Trip Ea. Test $ ___________ 108 Nuclear Field Density Test, Less Then 3 Tests Per Trip Ea. Test $ ___________ 109 Sieve Analysis - (Plus #4 Material) Ea. Test $ ___________ 110 Sieve Analysis - (Plus #4 Material) Ea. Test $ ___________ 111 Sieve Analysis - (#4 to minus 200 Material) Ea. Test $ ___________ 112 Organic Content for Top Soil Ea. Test $ ___________ 113 Hydrometer Analysis Ea. Test $ ___________ CONCRETE 201 Concrete Cylinders (Including sampling in Field, Slump, Unit Weight, Yield, Air Content, Temperature, Casting, Curing Testing and Reporting) Set of 4 $ ___________ 202 Additional Cylinder Per Cylinder $ ___________ 203 Compression Test (Cap, Cure and Break FOB Lab) Ea. Test $ ___________ 204 Concrete Beams (Including Sampling) Set of 3 $ ___________ 205 Additional Beam Per Beam $ ___________ 206 Sand Equivalent (CP-30) Ea. Test $ ___________ ASPHALT 301 Sieve Analysis - (Plus #4 Material) Ea. Test $ ___________ 302 Sieve Analysis - (Minus #4 Material) Ea. Test $ ___________ 303 Specific Gravity and Absorption (Plus #4 Material) Ea. Test $ ___________ 304 Specific Gravity and Absorption (Minus #4 Material) Ea. Test $ ___________ 7 305 L.A. Abrasion Test Ea. Test $ ___________ 306 Fractured Face Determination Ea. Test $ ___________ 307 Flat and Elongated Particles Ea. Test $ ___________ 308 Maximum Theoretical Specific Gravity for Air Voids (Rice) Ea. Test $ ___________ 309 Lottman (TSR) Test Ea. Test $ ___________ 310 Mix Design Bulk Unit Weight and Hveem Stability Verification Ea. Test $ ___________ 311 Sand Equivalent Ea. Test $ ___________ 312 Determination of Bitumen Content by Extraction, Gradation Analysis of Extracted Aggregate (To be sampled by Consultant) Ea. Sample $ ___________ 313 Dtermination of Bitumen Content by Extraction (To be Sampled by Consultant) Ea. Sample $ ___________ 314 Determination of Bitumen Content by Nuclear Gauge (To be Sampled by Consultant) Ea. Sample $ ___________ 315 Calibrate Nuclear Gauge(For a New Asphalt Mix) Ea. Calibration$ ___________ 316 Nuclear Field Density Tests (3 or More Tests per Trip) Ea. Test $ ___________ 317 Nuclear Field Density Tests (Less Then 3 Tests per Trip) Ea. Test $ ___________ 318 Asphalt Plant Inspection Per Hour $ ___________ 319 Core Field Samples Per Hour $ ___________ Per Inch $ ___________ HOURLY RATES 401 Principal Engineer and/or Geologist Per Hour $____________ 402 Geotechnical Engineer/ Department Manager Per Hour $____________ 403 Senior Field Technician Per Hour $____________ 404 Field Technician Per Hour $____________ NOTE: All prices shall include labor, mileage, testing, sampling, reviewing, typing and report writing as needed for each service. The above listed items indicate the most frequently used tests. Please submit any other testing services (include pricing) that your Company provides. Signed ________________________________ Printed_________________________________ 8 Company _______________________________ Address __________________________________________________________________________ Phone___________________Fax____________________E-mail_____________________________ Check One __ Individual Doing Business in Company Name __ Partnership __ Corporation WOPSA 05/01 2 5. REVIEW AND ASSESSMENT Professional firms will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals. The rating scale shall be from 1 to 5, with 1 a poor rating, 3 an average rating, and 5 an outstanding rating. Weighting Factor Qualifications Standard 2.0 Scope of Proposal Does the proposal show an understanding of the project objectives, methodology, and requirements? Has the firm demonstrated innovative professional approaches to problem-solving? 2.0 Assigned Personnel Do the persons who will work on the contract have the necessary skills? Are sufficient people of the requisite skills assigned to the contract? 1.0 Availability Can the work be completed in the time frame required? Can targeted start- and completion dates be met? Can qualified staff be made available as needed? Does the senior staff have adequate time available? What is the ratio of senior staff to junior staff? 1.0 Motivation Is the firm interested in the work? Are they committed to successful performance and completion of the contract? 2.0 Costs Is the company cost-competitive and cost-effective? Are they capable of controlling their costs and meeting on- time performance? 2.0 Capability of the Firm Does the firm have the technical experience, quality assurance and quality control procedures, and staff to perform the contract? Can the firm provide special expertise, additional staff, or specialized subconsultants for this contract? Has the firm previously performed the type and full range of services required? Reference evaluation (Top Ranked Firm) The project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. WOPSA 05/01 3 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? WOPSA 05/01 4 PROFESSIONAL SERVICES AGREEMENT WORK ORDER TYPE 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 CTL/Thompson, Inc., 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 any project Work Orders , issued by the City. A blank sample of a work order is attached hereto as Exhibit "A", consisting of one (1) page and is incorporated herein by this reference. No Work Order shall exceed $50,000. The City reserves the right to independently bid any project rather than issuing a Work Order to the Professional for the same pursuant to this Agreement. 2. The Work Schedule. The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule stated on each Work Order. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated as specified on each Work Order. Time is of the essence. Any extensions of any time limit must be agreed upon in writing by the parties hereto. 4. Contract Period. This Agreement shall commence upon signing of this agreement , and shall continue in full force and effect until March 31, 2004, unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed four (4) additional one year periods. Pricing changes shall be negotiated by and agreed to by both parties and may not exceed the WOPSA 05/01 5 Denver - Boulder CPI-U as published by the Colorado State Planning and Budget Office. Written notice of renewal shall be provided to the Service Provider and mailed no later than ninety (90) days prior to contract end. 5. Early Termination by City/Notice. 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 address: Professional: CTL/Thompson, Inc. 375 E. Horsetooth Rd. Bldg. 3, Suite 100 Ft. Collins, CO 80525 City: City of Fort Collins, Purchasing P.O. Box 580 Ft. Collins, CO 80522 Attn: John Stephen With copy to: City of Fort Collins, Engineering P.O. Box 580 Ft. Collins, CO 80522 Attn: Rick Richter 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. 6. Design, Project Insurance 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 WOPSA 05/01 6 negligent performance of any of the services furnished under this Agreement. The Professional shall maintain commercial general liability insurance in the amount of $1,000,000 combined single limits. 7. Compensation. In consideration of services to be performed pursuant to this Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis designated in Exhibit "B", consisting of nine (9) pages, attached hereto and incorporated herein by this reference. At the election of the City, each Work Order may contain a maximum fee, which shall be negotiated by the parties hereto for each such Work Order. 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 to the Work Order and upon approval of the Professional's direct 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. 8. 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. 9. Monthly Report. Commencing thirty (30) days after Notice to Proceed is given on any Work Order and every thirty days thereafter, Professional is required to provide the City Representative with a written report of the status of the work with respect to the Work Order, 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 WOPSA 05/01 7 of an independent contractor and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Professional's compensation hereunder for the payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose. 11. Personal Services. It is understood that the City enters into this Agreement based on the special abilities of the Professional and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Professional shall neither assign any responsibilities nor delegate any duties arising under this Agreement without the prior written consent of the City. 12. Acceptance Not Waiver. The City's approval of drawings, designs, plans, specifications, reports, and incidental work or materials furnished hereunder shall not in any way relieve the Professional of responsibility for the quality or technical accuracy of the work. The City's approval or acceptance of, or payment for, any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement. 13. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default . 14. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non-defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the 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 WOPSA 05/01 8 entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 16. Law/Severability. The laws of the State of Colorado shall govern the construction, interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 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: ______________________________ CTL/Thompson, Inc. By: _________________________________ Title: _______________________________ CORPORATE PRESIDENT OR VICE PRESIDENT Date: _______________________________ ATTEST: _________________________________ (Corporate Seal) Corporate Secretary WOPSA 05/01 9 WOPSA 05/01 1 EXHIBIT "A" WORK ORDER FORM PURSUANT TO AN AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND ______________________ DATED: _____________ Work Order Number: ____________________________________________________________ Purchase Order Number: __________________________________________________________ Project Title: _________________________________________________________________ Commencement Date: ___________________________________________________________ Completion Date: ________________________________________________________________ Maximum Fee: (time and reimbursable direct costs):_____________________________________ Project Description: ______________________________________________________________ ____________________________________________________________________________ ___ Scope of Services: _______________________________________________________________ ____________________________________________________________________________ ___ Acceptance _______________________________________ User Professional agrees to perform the services identified above and on the attached forms in accordance with the terms and conditions contained herein and in the Professional Services Agreement between the parties. In the event of a conflict between or ambiguity in the terms of the Professional Services Agreement and this work order (including the attached forms) the Professional Services Agreement shall control. Professional By:________________________________ WOPSA 05/01 2 Date:_______________________________ The attached forms consisting of ___ (_) pages are hereby accepted and incorporated herein, by this reference, and Notice to Proceed is hereby given. City of Fort Collins By:________________________________ __ Date:_______________________________ _ By: ___________________________________ _ Director of Purchasing and Risk Management Date: ___________________________________