HomeMy WebLinkAboutRFP - P984 BIKE MONTH MARKETING COORDINATORREQUEST FOR PROPOSAL
P984 Bike Month 2005 Coordinator
Written proposals, six (6) 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
2:00 p.m. (our clock), March 30, 2005. Proposal No. P984. 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.
Questions concerning the scope of the project should be directed to Project Manager, Loren
Jones (970) 416-2491.
Questions regarding proposals submittal or process should be directed to David Carey, C.P.M.,
Buyer (970) 416-2191.
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 #30984.
2. Download the Proposal/Bid from the BuySpeed Webpage,
https:#secure2.fcqov.com/bso/login.msp
3. 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, (60 "�Q
"a�
4EDYictor
B. O'Neill 11, CPPO, FNIGP
of Purchasing & Risk Management
215 North Mason Street • 2"`i Floor • P.O. Box W) *Fort Collins, CO 80522-0580 a (970) 221-fi775 Q Fax
(97W 221-0707
WWW.fc pV.com
employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs,
personal representatives, successors and assigns of said parties.
16. Indemnity/Insurance. a. The Service Provider agrees to indemnify and save
harmless the City, its officers, agents and employees against and from any and all actions,
suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to
or death of any person or persons, or damages to property arising out of, result from or
occurring in connection with the performance of any service hereunder.
b. The Service Provider shall take all necessary precautions in performing the work
hereunder to prevent injury to persons and property.
c. Without limiting any of the Service Provider's obligations hereunder, the Service
Provider shall provide and maintain insurance coverage naming the City as an additional
insured under this Agreement of the type and with the limits specified within Exhibit _,
consisting of (_) pages[s], attached hereto and incorporated herein by this reference.
The Service Provider before commencing services hereunder, shall deliver to the City's Director
of Purchasing and Risk Management, P. O. Box 580 Fort Collins, Colorado 80522 one copy of
a certificate evidencing the insurance coverage required from an insurance company acceptable
to the City.
17. Entire Agreement. This Agreement, along with all Exhibits and other documents
incorporated herein, shall constitute the entire Agreement of the parties. Covenants or
representations not contained in this Agreement shall not be binding on the parties.
18. 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.
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19. 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.
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
CITY OF FORT COLLINS, COLORADO
a municipal corporation
By:
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing and Risk Management
Date:
[Insert Corporation's name] or
[Insert Partnership name] or
[Insert individual's name]
Doing business as [insert name of business]
By:
PRINT NAME
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
ATTEST: (Corporate Seal)
CORPORATE SECRETARY
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WOMW ; IIIII 3
INSURANCE REQUIREMENTS
The Service Provider will provide, from insurance companies acceptable to the City, the insurance
coverage designated hereinafter and pay all costs. Before commencing work under this bid, the
Service Provider shall furnish the City with certificates of insurance showing the type, amount, class of
operations covered, effective dates and date of expiration of policies, and containing substantially the
following statement:
"The insurance evidenced by this Certificate will not be cancelled or materially altered, except after ten
(10) days written notice has been received by the City of Fort Collins."
In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take
out and maintain, at the expense of the Service Provider, such insurance as the City may deem proper
and may deduct the cost of such insurance from any monies which may be due or become due the
Service Provider under this Agreement. The City, its officers, agents and employees shall be named
as additional insureds on the Service Provider's general liability and automobile liability insurance
policies for any claims arising out of work performed under this Agreement.
2. Insurance coverages shall be as follows:
A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain during the
life of this Agreement for all of the Service Provider's employees engaged in work performed
under this agreement:
1. Workers' Compensation insurance with statutory limits as required by Colorado law.
2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease
aggregate, and $100,000 disease each employee.
B. Commercial General & Vehicle Liability. The Service Provider shall maintain during the life of
this Agreement such commercial general liability and automobile liability insurance as will
provide coverage for damage claims of personal injury, including accidental death, as well as
for claims for property damage, which may arise directly or indirectly from the performance of
work under this Agreement. Coverage for property damage shall be on a "broad form" basis.
The amount of insurance for each coverage, Commercial General and Vehicle, shall not be
less than $500,000 combined single limits for bodily injury and property damage.
In the event any work is performed by a subcontractor, the Service Provider shall be
responsible for any liability directly or indirectly arising out of the work performed under this
Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance.
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P984
Bike Month 2005 Marketing Coordinator
Scope of Work:
Bike Month 2005 encompasses several components — the Bike to Work Day Business
Challenge, Bike to Work Day Breakfast Station coordination, T-shirt coordination and
distribution, schedule/poster coordination and distribution. Bike Month 2005 will be during June.
Actual 2005 Bike -To -Work (BTW) Day is Wednesday, June 22. Total budget for project not to
exceed $9,000. First meeting with selected contractor to be held by April 8, 2005. The
contractor for this event, in addition to completing the tasks outlined below, will also be the point
person for Bike Month, before and after the event.
For all activities listed below, contractor will have access to SmartTripsM office, including but
not limited to phone/fax/copier, letter head/envelopes, postage machine, mailing lists,
background materials from previous events, limited administrative support, etc.
Business Challenge 2005
Businesses are solicited to register for the challenge, and are encouraged to assign a
coordinator, who then is the conduit for all communication to employees for Bike -To- Work
(BTW) Day. In 2005 approximately 90 businesses are expected to participate.
Businesses are typically sent a packet of information about BTW Day and the Business
Challenge, and then asked to register with the SmartTripsTM office via fax or email. Once a
business is registered, we periodically send them information about activities, events and
promotions to encourage cycling on BTW Day. The businesses are also asked to count the
number of cyclists on BTW Day, and report those results to the SmartTripsTM office by a given
date.
Businesses are then rewarded for their efforts according to the number of riders participating. In
the past, plaques, trophies and framed posters have been used to recognize winners in various
employee size categories.
Business Challenge tasks:
• Promote event with media pre and post event
• Update printed materials for registration/mailing (April 11-15)
• Coordinate direct mail to potential participants (April 22)
• Track registration/participation (RSVP's due May 6)
• Two (2) informational breakfasts for participating businesses (mid -May)
• Distribute materials (posters, maps, schedules, t-shirt order info, participant
signup/tracking sheet) to companies (by May 20)
• Recognize/reward winning businesses as well as participants
• Collect participation data and report results
• Identify company coordinators and work with them (and the SmartTripsM office) to boost
BTW Day ridership
• Thank -you appreciation luncheon for participating businesses (early June)
Breakfast Stations
In 2004, 19 breakfast stations were set up in and around Fort Collins to serve a light breakfast
to cyclists commuting to work. Sites are selected strategically based on locations which would
appeal to potential bicycle commuters, and corridors which commuters frequently use. Each
station typically has one (1) or two (2) sponsors, which provide staff, who in turn serve food and
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beverages to bike commuters the morning of the event. The stations are provided a box of
materials through the SmartTripsTA9 office, which includes sign -in sheets, banners, bike maps
and brochures, and supplies to make the station noticeable and attractive. Additionally, a bike
tech (services provided gratis thanks to local bike shops and repair places) is also available at
each station, providing minor tune-ups and adjustments to bikes.
Breakfast Station tasks:
• Get commitments from sponsors for the estimated 19 stations (by May 6)
• Confirm station locations with necessary entities
• Get commitment from bike shops for a tech at each station (by May 6)
• Coordinate thank -you event to distribute banners/boxes/etc (station box assembly
required) and recognize efforts of sponsors (early June)
• Publicize breakfast stations before and after via flyers and communication with
businesses
• Develop ads and coordinate advertising placement with media, before and after BTW
Day
T-Shirts
Each year, a t-shirt is produced with the image of the poster printed on the shirt. We typically
produce enough to give a certain number away for free, and some may also be purchased
directly through the printer. Total estimated quantity of t-shirts to be produced is 815.
T-Shirt tasks:
• Coordinate distribution of t-shirts to volunteers and or participants, and sell to interested
folks
• Develop system for those who want to buy shirts (go directly to screen printer?)
• Coordinate distribution of shirts to volunteers and participants
• Distribute order form (black & white) to participating businesses and interested parties.
(mid -May)
Schedule/Brochure/Poste r
A printed piece (black & white) needs to be developed which includes the breakfast station
locations, map of the stations, and information about the Business Challenge and other related
Bike Month activities. Target audiences include the general public, as well as local employers.
Posters are designed and printed free of charge through the Bike Program at the Colorado
Dept. of Transportation (CDOT), and distributed to each community's bike contact.
Schedule/Brochure/Poster tasks:
• Distribute printed piece for breakfast station map and locations (may be accomplished
cooperatively with Greeley and Loveland) (mid -May)
• Coordinate with CDOT on poster delivery (may be completed by project start)
• Distribute posters/scheduies city-wide
• Work w/ Parent Magazine on content for schedule/insert.
Submittal
Submit six (6) copies of a written proposal detailing your background, experience and pricing
structure. Include 'Total All-inclusive Maximum Price' for the coordination of Bike Month 2005 as
described in this request for proposal. The total all-inclusive maximum price to be bid is to
contain all direct and indirect costs, including all out-of-pocket expenses. Additionally, include
rates by staff level and hours anticipated for each. Also, include rates for Other Professional
Services, should other services not specified or requested in this RFP become necessary.
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REVIEW AND ASSESSMENT
Professional firms will be evaluated on the following criteria. These criteria will be the basis for
review of the written proposals. City of Fort Collins reserves the right to select a vendor from the
written proposals.
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?
219100
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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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
"Service Provider".
WITNESSETH:
hereinafter referred to as
In consideration of the mutual covenants and obligations herein expressed, it is agreed
by and between the parties hereto as follows:
1. Scope of Services. The Service Provider 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 a writing signed by the parties.
4. Contract Period. [Option 1] This Agreement shall commence upon the date of
execution shown on the signature page of this Agreement and shall continue in full force and
effect for one (1) year, unless sooner terminated as herein provided. In addition, at the option of
the City, the Agreement may be extended for an additional period of one (1) year at the rates
provided with written notice to the Professional mailed no later than ninety (90) days prior to
contract end.
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4. Contract Period. [Option 2] This Agreement shall commence 200 ,
and shall continue in full force and effect until 200_, 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 _ (_) additional one year periods. Renewals and
pricing changes shall be negotiated by and agreed to by both parties. The Denver Boulder
Greeley CPIU published by the Colorado State Planning and Budget Office will be used as a
guide. Written notice of renewal shall be provided to the Service Provider and mailed no later
than ninety (90) days prior to contract end.
5. Delay. If either party is prevented in whole or in part from performing its
obligations by unforeseeable causes beyond its reasonable control and without its fault or
negligence, then the party so prevented shall be excused from whatever performance is
prevented by such cause. To the extent that the performance is actually prevented, the Service
Provider must provide written notice to the City of such condition within fifteen (15) days from
the onset of such condition.
[Early Termination clause here as an option.
6. 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 Service Provider. Such notice shall be delivered at least fifteen (15)
days prior to the termination date contained in said notice unless otherwise agreed in writing by
the parties. All notices provided under this Agreement shall be effective when mailed, postage
prepaid and sent to the following addresses:
City:
Service Provider:
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In the event of early termination by the City, the Service Provider shall be paid for services
rendered to the date of termination, subject only to the satisfactory performance of the Service
Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole
right and remedy for such termination.
7. Contract Sum. The City shall pay the Service provider for the performance of this
Contract, subject to additions and deletions provided herein, the sum of
($ ) [Option Cost Breakdown is attached Exhibit "C"]
Dollars
8. City Representative. The City will designate, prior to commencement of the
work, its representative who shall make, within the scope of his or her authority, all necessary
and proper decisions with reference to the services provided under this agreement. All requests
concerning this agreement shall be directed to the City Representative.
9. Independent Service provider. The services to be performed by Service Provider
are those of an independent service provider and not of an employee of the City of Fort Collins.
The City shall not be responsible for withholding any portion of Service Provider's
compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or
benefits or for any other purpose.
10. Personal Services. It is understood that the City enters into the Agreement
based on the special abilities of the Service Provider and that this Agreement shall be
considered as an agreement for personal services. Accordingly, the Service Provider shall
neither assign any responsibilities nor delegate any duties arising under the Agreement without
the prior written consent of the City.
11. Acceptance Not Waiver. 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 or cause of action arising out of performance of this
Agreement.
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12. Warranty.
(a) Service Provider warrants that all work performed hereunder shall be
performed with the highest degree of competence and care in accordance
with accepted standards for work of a similar nature.
(b) Unless otherwise provided in the Agreement, all materials and equipment
incorporated into any work shall be new and, where not specified, of the
most suitable grade of their respective kinds for their intended use, and all
workmanship shall be acceptable to City.
(c) Service Provider warrants all equipment, materials, labor and other work,
provided under this Agreement, except City -furnished materials,
equipment and labor, against defects and nonconformances in design,
materials and workmanship/workwomanship for a period beginning with
the start of the work and ending twelve (12) months from and after final
acceptance under the Agreement, regardless whether the same were
furnished or performed by Service Provider or by any of its subcontractors
of any tier. Upon receipt of written notice from City of any such defect or
nonconformances, the affected item or part thereof shall be redesigned,
repaired or replaced by Service Provider in a manner and at a time
acceptable to City.
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 thereof.
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 find 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,
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