HomeMy WebLinkAboutRFP - P967 BRIDGE INSPECTION MAINTENANCE REPAIR PROGRAM (2)CITY OF FORT COLLINS
REQUEST FOR PROPOSAL
BRIDGE INSPECTION, MAINTENANCE AND REPAIR PROGRAM
PROPOSAL P-967
PROPOSAL DATE: DECEMBER 7, 3:00 P.M. (OUR CLOCK)
1
REQUEST FOR PROPOSAL
Proposal Number P-967
The City of Fort Collins is requesting proposals from firms for engineering services for bridge
inspection and repair consulting including but not limited too:
-Update the existing inventory of bridges by evaluating the newly constructed structures
since the previous inspections,
-Make recommendations for an annual maintenance plan and estimated costs
associated with such plan,
-Examine existing reports and re-inspect and evaluate select structures,
-Prepare engineered drawings and specifications for the repair of bridges,
-Review designs of bridges and box culverts and recommend corrections and
changes and,
-Be accessible for miscellaneous bridge consultation.
Written proposals, three (3) 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), December 7, 2004. Proposal No. P-967. 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 Kyle Lambrecht the Project
Manager at (970) 221-6605.
Questions regarding proposal submittal or process should be directed to John Stephen, CPPO,
CPPB, Senior Buyer, at (970) 221-6777.
A copy of the Proposal may be obtained as follows:
1. Download the Proposal/Bid from the Purchasing Webpage,
www.fcgov.com/purchasing.
2. 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 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-
2
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,
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
1
SCOPE OF SERVICES
FOR
PROFESSIONAL ENGINEERING SERVICES
FOR
THE CITY OF FORT COLLINS, COLORADO
BRIDGE INSPECTION, MAINTENANCE AND REPAIR PROGRAM
I. General Description
Generally described as consulting engineering services related to bridges including,
Update the existing inventory of bridges by evaluating the newly constructed structures
since the previous inspections,
Make recommendations for an annual maintenance plan and estimated costs associated
with such plan,
Examine existing reports and re-inspect and evaluate select structures,
Prepare engineered drawings and specifications for the repair of bridges,
Review designs of bridges and box culverts and recommend corrections and
changes and,
Be accessible for miscellaneous bridge consultation.
II. Budget
The estimated budget for bridge consulting services for this scope will range between
$18,000 and $20,000 per year. This is an estimate only. The City reserves the right to
use the consultant as needed.
III. Contract and Fee
1. The Consultant will be retained by contract for services for a period of one full year. 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. Renewals and pricing changes shall
2
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.
2. A cost per bridge inspection will be proposed by the consultant, negotiated, and included
in the contract.
3. A fee for engineered drawings and specifications will be negotiated before proceeding
with individual project work.
4. Other work and consultation will be paid for on an hourly rate schedule to be included in
the contract.
IV. Proposal Format
In order to fairly compare proposals we ask that the following outline be followed and contained
within the body of the proposal:
1. Scope of Services - State your understanding of the City's wants/needs for this program.
2. Experience - Provide specific projects and descriptions of previous work by your firm of a
similar nature.
3. Personnel - Give names and resumes of individuals from your firm you would propose to
have on the project. Areas of specialty should include at a minimum; inspection of
structures, structural design, and senior structural review.
4. References - Please provide at least three references with individual contacts,
addresses, phone numbers, and the project title.
5. Fees - Please include estimated fees for bridge inspections and an hourly rate for design
and consultation. Travel and expenses should be included as well as a subconsultant
multiplier if a subconsultant is anticipated to be included.
6. Other Information - Include any additional information deemed appropriate as it relates to
bridge consulting services.
V. Selection
1. Consultants will be selected based on the attached selection criteria.
2. Consultants invited to interview will be asked to present representative work on previous
jobs for similar work described in the Scope including reports, drawings, and
3
specifications.
VI. Detailed Description of Scope of Work
A. Update the existing inventory of bridges by evaluating the newly
acquired or constructed structures since the previous inspections
1. This is a program aimed at identifying, inspecting, and rating structures
not qualifying for State funding.
2. The Owner will supply any available information on the design,
construction and previous inspections of the structures. There are
currently 102 bridges in the City that may be included in this program,
with a substantial quantity being box culverts over irrigation canals.
Expect very little headroom in some cases.
3. All of the 102 bridges have been inspected and ranked. However,
annexations have added to this total. Inspections of these annexed
bridges, along with re-inspections of select bridges, will be needed to
update the existing bridge inventory.
4. A one page summary for each inspected structure will be prepared
indicating “Urgent”, “Routine”, and “Safety Repairs Required”, and
estimated costs of each. The summary will also include a sufficiency
rating (using State guidelines) and posting requirements.
5. In addition to the four-page form, sketches in plan, profile, and a cross
section showing dimensions, stream flow, and damages will be prepared
accompanied by at least two photos of the same.
6. The Consultant may be asked to provide engineered drawings and
specifications suitable for bidding. This may include soil testing, approach
repair, waterproof membranes, road surface repairs, bridge widening, and
concrete repairs to the decks and girders.
7. The Consultant may be asked to provide services during construction
including site visits.
8. Any calculations of the rating and posting requirements will be submitted
with the reports.
4
B. Make recommendations for an annual maintenance plan and
estimated costs associated with such plan
1. Senior engineering review of structural components and
load capabilities by a qualified structural engineer of existing drawings
and specifications may be requested periodically.
2. The Consultant may be asked to review a bridge design by
others: review calculations, redline drawings, and recommend changes.
3. The Consultant shall expect periodic phone calls from the
Owner with miscellaneous bridge questions.
4. The Consultant will receive periodic requests for site
inspections with the Owner for more serious emergencies and repairs.
5. From time to time the Consultant will be asked to provide the Owner with
brief explanations or recommendations, either verbal or written, with
sketches (if necessary) for repairs.
C. Examine existing reports and re-inspect and evaluate select structures
1. At times it may be necessary to re-inspect and evaluate selected
structures the Owner deems necessary. The consultant shall follow the
same guidelines as stated in Section V1.A above.
D. Prepare engineered drawings and specifications for the repair of bridges
1. Engineered drawings and specifications suitable for bidding and repair
purposes may include, but not limited to, soil testing, approach repair,
waterproof membranes, road surface repairs and concrete repairs to the
decks and girders.
E. Review designs of bridges and box culverts and recommend corrections
and changes
1. Senior engineering review of structural components and load capabilities
by a qualified structural engineer of existing drawings and specifications.
2. Redline drawings, recommend changes, and present calculations for
structural portions of bridge designs.
5
F. Be accessible for miscellaneous bridge consultation
1. The Consultant shall expect periodic phone calls from the Owner with
miscellaneous bridge questions.
2. The Consultant will receive periodic requests for site
inspections with the Owner for more serious emergencies and repairs.
3. From time to time the Consultant will be asked to provide the Owner with
brief explanations or recommendations, either verbal or written, with
sketches (if necessary) for repairs.
G. Convert existing bridge inventory into a GIS database
1. The Consultant may be asked to develop a GIS database utilizing
the Owner’s existing bridge inventory which will then be incorporated into
the Owner’s existing GIS database.
1
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
FACTOR
QUALIFICATION STANDARD
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
Work Hours
Do the proposed cost and work hours
compare 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
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.
SA WO 10/2004
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 ____________________, hereinafter referred to as "Service
Provider".
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed
by and between the parties hereto as follows:
1. Services to be Performed.
a. This Agreement shall constitute the basic agreement between the parties for
services for ________________________. The conditions set forth herein shall apply to all
services performed by the Service Provider on behalf of the City and particularly described in
Work Orders agreed upon in writing by the parties from time to time. Such Work Orders, a
sample of which is attached hereto as Exhibit "A", consisting of ____ (___ ) page[s], and
incorporated herein by this reference, shall include a description of the services to be performed,
the location and time for performance, the amount of payment, any materials to be supplied by
the City and any other special circumstances relating to the performance of services. No
workorder shall exceed $_________. The only services authorized under this agreement are
those which are performed after receipt of such Work Order, except in emergency
circumstances where oral work requests may be issued. Oral requests for emergency actions
will be confirmed by issuance of a written Work Order within two (2) working days.
b. The City may, at any time during the term of a particular Work Order and without
invalidating the Agreement, make changes within the general scope of the particular services
assigned and the Service Provider agrees to perform such changed services.
SA WO 10/2004
2. Changes in the Work. The City reserves the right to independently bid any
services rather than issuing work to the Service Provider pursuant to this Agreement. Nothing
within this Agreement shall obligate the City to have any particular service performed by the
Service Provider.
3. Time of Commencement and Completion of Services. The services to be
performed pursuant to this Agreement shall be initiated as specified by each written Work Order
or oral emergency service request. Oral emergency service requests will be acted upon without
waiting for a written Work Order. Time is of the essence.
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 90 days prior to contract
end.
4. Contract Period. [Option 2] This Agreement shall commence _____ 199_, and
shall continue in full force and effect until _______, 199_, 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 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 is fault or
negligence, then the party so prevented shall be excused from whatever performance is
SA WO 10/2004
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.
6. Early Termination by City/Notices. 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 mailed 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:
City Service Provider
___________________________ __________________________
___________________________ __________________________
___________________________ __________________________
In the event of early termination by the City, the Service Provider shall be paid for
services rendered to the termination date, 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. This is an open-end indefinite quantity Agreement with no fixed
price. The actual amount of work to be performed will be stated on the individual Work Orders.
The City makes no guarantee as to the number of Work Orders that may be issued or the actual
amount of services which will in fact be requested. No Work Order of _______ or more shall be
issued.
8. Payments. a. The City agrees to pay and the Service Provider agrees to accept
as full payment for all work done and all materials furnished and for all costs and expenses
incurred in performance of the work the sums set forth for the hourly labor rate and material
costs, with markups, stated within the Bid Schedule Proposal Form, attached hereto as Exhibit
SA WO 10/2004
"B", consisting of ____ (___) page[s], and incorporated herein by this reference.
b. Payment shall be made by the City only upon acceptance of the work by the City and
upon the Service Provider furnishing satisfactory evidence of payment of all wages, taxes,
supplies and materials, and other costs incurred in connection with the performance of such
work.
9. City Representative. The City's representative will be shown on the specific
Work Order and shall make, within the scope of his or her authority, all necessary and proper
decisions with reference to the work requested. All requests concerning this Agreement shall be
directed to the City Representative.
10. Independent Contractor. It is agreed that in the performance of any services
hereunder, the Service Provider is an independent contractor responsible to the City only as to
the results to be obtained in the particular work assignment and to the extend that the work shall
be done in accordance with the terms, plans and specifications furnished by the City.
11. 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.
12. 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 under the
Agreement or of any cause of action arising out of the performance of this Agreement.
13. 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.
SA WO 10/2004
(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.
14. 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.
15. 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.
16. 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 representative, successors and assigns of said parties.
17. Indemnity/Insurance. a. The Service Provider agrees to indemnify and save
SA WO 10/2004
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 "D",
consisting of _____ (____) page[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, 215 N. Mason, PO Box 580, Fort Collins, Colorado 80522
one copy of a certificate evidencing the insurance coverage required from an insurance
company acceptable to the city.
18. 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.
19. Law/Severability. This Agreement shall be governed in all respect by the laws of
the State of Colorado. 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.
20. 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.
SA WO 10/2004
CITY OF FORT COLLINS, COLORADO
a municipal corporation
By: __________________________________
James B. O'Neill II, CPPO
Director of Purchasing and Risk Management
Date:_________________________________
ATTEST:
____________________________
City Clerk
APPROVED AS TO FORM:
____________________________
Assistant City Attorney
[INSERT CORPORATIONS 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
SA WO 10/2004
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
Service Provider agrees to perform the services
identified above and on the attached forms in
accordance with the terms and conditions
contained herein and in the Services Agreement
between the parties. In the event of a conflict
between or ambiguity in the terms of the
Services Agreement and this work order
(including the attached forms) the Services
Agreement shall control.
Service Provider
By:______________________________
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: _______________________________