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HomeMy WebLinkAboutRFP - P957 OLD TOWN SQAURE PLAZA RENOVATION (2)1 REQUEST FOR PROPOSAL CITY OF FORT COLLINS AND THE FORT COLLINS DOWNTOWN DEVELOPMENT AUTHORITY for OLD TOWN SQUARE PLAZA RENOVATION and TRIMBLE COURT AND TENNEY COURT ALLEY IMPROVEMENTS PROPOSAL NO. P957 Request for Proposals The City of Fort Collins and the Fort Collins Downtown Development Authority are soliciting proposals from qualified consultants for the design and contract administration of the renovation of Old Town Square Plaza and for improvements to the Trimble Court and Tenney Court alleys. The consultant or consulting team will provide all necessary services to prepare design development plans and construction documentation for bidding by the City for the renovation of Old Town Square Plaza and for the redevelopment of the two alleys. Because there is a physical connection between Trimble Court and the Old Town Square Plaza these projects will be designed together. Written proposals, five(5) 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), October 15, 2004. Proposal No. P-957. 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 Kathleen Benedict, Project Manager at 970-416-2260 or E-mail at kbenedict@fcgov.com , and to Chip Steiner, Executive Director of the Downtown Development Authority, 970-484-2020, or e- mail at steinco@frii.com. . Questions regarding proposals submittal or process should be directed to John Stephen, CPPO, CPPB, Senior Buyer, (970) 221-6775 or E-mail jstephen@fcgov.com. A pre-proposal meeting will be held October 6, 2004 at 10:00 a.m. at 215 N Mason, Main Floor Community Room. A copy of the Proposal may be obtained as follows: 1. Download the Bid from the Purchasing Webpage, Current Bids page, at: 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-making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to 2 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 3 PROJECT DESCRIPTION I. GENERAL The City of Fort Collins and the Fort Collins Downtown Development Authority request proposals for the design and contract administration for the renovation of Old Town Square Plaza and improvements to the Trimble and Tenney Court allies. The consultant will provide all necessary services to design the plaza renovation and alley improvements according to the provisions of this scope of work. In general terms, this scope consists of preparing design development plans and construction documentation for bidding by the City for the renovation of the Plaza and reconstruction of the alleys. The Consultant will assist City staff during the public process that is a part of the design process. The Consultant will assist City staff with administration services during construction. It is the intent of this scope of work to give prospective consultants the needed information to prepare a proposal for design services. The City’s Project Manager and the director of the Downtown Development Authority will be available to answer questions during the proposal process. II. PROJECT DESCRIPTION The City of Fort Collins and DDA anticipate renovating the Plaza and reconstructing the alleys beginning as early as possible after January 1, 2005. Funding through the DDA is available. Location of the Plaza and alleys to be reconstructed is illustrated on Exhibit A. The Old Town Square plaza is twenty years old. Almost constant use by the general public and by numerous special events necessitate a thorough renovation. The two alleys are the first in a larger program to turn the downtown alley system into an integrated pedestrian network. Concept designs developed in the spring of 2004 are attached as Exhibit B. III. PROJECT FUNDING AND ESTIMATED BUDGET Funding for these projects will be provided primarily through DDA resources: Plaza renovation: $1,000,000 for design and renovation. Alley redevelopment: $900,000 for renovation. Funds can be shifted between the two projects depending on cost. Funding will need to support Staff salary, Consultant design and administration, construction and contingency. 4 IV. SCOPE OF WORK The Consultant shall perform or coordinate the following activities as part of the contractual obligation for this project. A. DESIGN DEVELOPMENT 1. Prepare base drawings from field surveys showing existing control elevations, property corners, vegetation, utilities, and any other pertinent information. 2. Prepare a preliminary plan reflecting all available information and design constraints. The plan shall present alternative design solutions and will serve as a review document for the City. 3. Present the preliminary plan to the City’s Conceptual Review Team which will include DDA representation and to the Downtown Development Authority Board of Directors. Follow-up on various departmental comments and address all concerns in the final plan. 4. Coordinate with any agencies outside of the city, as necessary. The consultant shall be responsible for informing, gathering information from and responding to all groups and agencies associated with the project. 5. Attend and assist with public meetings. The consultant will also be required to participate in City board meetings. 7. Attend review meetings with appropriate city staff including Parks and Recreation and utility departments with regard to the Plaza and alleys. In addition, attend any necessary individual meetings with the other City departments. 8. Prepare preliminary construction cost estimates as the project moves through the master plan and final design process. City staff will continually review the proposed budget with particular attention at the 50% and 90% design levels. 9. Consultant shall meet or be in contact with the project manager and DDA executive director on a regular basis throughout the design phase. 10. Upon conclusion of the design development phase, the Consultant will prepare construction documentation, final cost estimates, and specifications for the project reflecting all the input obtained from the planning process. Any options or questions explored during the preliminary phase will be resolved between the City and the Consultant before proceeding to final design. Cost estimate will be used in budgeting for park construction. 11. Submit ten sets of construction documentation to the City for approval. 12. All drawing shall be generated on AutoCadd and provided electronically to the City. AutoCadd shall be on the latest release, AutoCadd 2004. One set of final original Cadd generated drawings on mylar shall be provided to the City. 5 13. Prepare a rendered Master Plan of the final Old Town Square Plaza design. The Master Plan shall be mounted and framed for hanging and shall become the property of the City. B. DETAILED PROJECT DESCRIPTION This section is expected to give the Consultant the needed information to prepare a proposal for services. The extensive description and task list are intended only to guide the proposal process. Additional refinement of tasks is expected, with explanation, to suit the individual firm’s needs to competently prepare a proposal. The City’s Project Manager and DDA executive director will be available to answer questions. Old Town Square Plaza 1. Physical condition and redesign of plaza elements including: A. Pavers and paver bed 1) Determine condition of existing pavers and whether they need to be replaced. Cost restoration (cleaned to near original and sealed against further damage) and replacement. 2) Determine areas where the paver bed has failed and provide remedy and cost for remedy. B. Fountain. 1. Inspect fountain stone and all mechanical and plumbing systems. 2. Recommend necessary repairs C. Concrete, stone, and play area flat surfaces. 1. Inspect all concrete curbing, banding, flagstone, and soft-surface play area for structural and aesthetic failure. Design solutions. Cost the solutions. 2. Some concrete has strip lighting embedded. Assess feasibility and practicality of replacing. Design and cost replacement. D. Plaza Furniture including trash containers, freestanding planters, banners, metal and wood benches, railings, etc. 1) As part of overall design process recommend and cost repair/replacements for all. 2) Recommendations should address ways to mitigate damage from dogs urinating (and staining) on fixtures, skateboards, etc. E. Lighting, kiosks, signage. 1) Review all plaza lighting (including ground lighting) and recommend renovation or replacement and cost the preferred recommendation. 2) Detail renovation and/or redesign of information kiosks and all signage in the plaza. Cost out the recommendation. F. Landscaping. 1) Evaluate existing perennial plant materials for replacement (some trees are dying). Recommend replacements. 2) Redesign entire landscaping theme in the plaza to provide year- round interest, texture, color, variety. Cost the redesign. 2. Speaker’s Rotunda. Design and site a small “soapbox” rotunda in the plaza. This is intended to invite/encourage extemporaneous speaking as well as scheduled lectures. 6 2. Maintenance Program. Write a comprehensive maintenance program for the entire plaza to ensure that it remains in good condition. This program should address cycles for repair (e.g. restaining would benches), methods to keep pavers and flat surfaces clean and in good repair, care of all landscaping, etc. The Program is meant to be a manual to be used by plaza caretakers for the next twenty years. Alleys. 1. Review the concept designs developed by EDAW and included with this RFP. 2. Initiate meetings with affected property owners and businesses to discuss trash consolidation and proposed designs that will require façade and/or other easements. 3. Initiate meetings with trash haulers to establish a bidding process for consolidated services and to discuss equipment and design issues to help consolidate collection service into one or two locations. 4. Based upon the above, develop final design and construction drawings for the redevelopment of the two alleys. CONSTRUCTION The City anticipates one construction document for bidding and construction. Bid items shall be a combination of lump sum and individual items. MEETINGS AND PUBLIC PROCESS Coordination and review by city and DDA staff will be required throughout the project. As design progresses, review by other City Departments will be necessary. The Consultant will be expected to participate in these reviews. Meetings - It is anticipated that the following meetings will be required, at a minimum, for this project: Initial Coordination Meeting: At this meeting the Consultant will be expected to provide a detailed schedule of the design process, including the work of any sub-consultants, identifying important milestones in the process and target dates for these milestones. Progress Meetings: Progress meetings will be held every two weeks during the course of the project. Meetings may be more frequent at times, if need be. Utility Coordination: At least four meetings are anticipated to coordinate with affected utility companies. Prior to meeting with utilities, the City will assist the Consultant in collecting comments from utilities through the existing utility coordination process. Public meetings: The City anticipates there will be four public meetings. These will be in the form of neighborhood meetings using affected property owner and business owner lists generated by the City and DDA. The City and DDA will be responsible for leading the public involvement program with the support of the Consultant. The Consultant will be responsible for development of renderings for the public meetings. 7 The Consultant will be expected to attend 6 city board meetings for review of the project. Attend one Conceptual Review and one Administrative Review meeting. These projects are subject to the City’s development process at the Administrative Level. DESIGN STANDARDS The City’s current standards for development review, engineering, stormwater, utility work, and building permits will apply to this project. FINAL DESIGN AND CONSTRUCTION DOCUMENTS The Consultant shall prepare detailed construction drawings of the proposed improvements on 24” x 36”, 3-mil double mat inked Mylar. The final scale of the drawings will be determined based upon the complexity of the design, but shall not be smaller than 1” = 50’. Five sets of construction drawings shall be signed and sealed by a professional engineer licensed in the State of Colorado. The original set of inked Mylar shall be the property of the City. Drawings shall be also given to the City on Autocad files on cds. At a minimum, the Construction Drawings shall contain: 1. The date of preparation, scale, north arrow, and legend 2. Project title 3. Title sheet with index 4. Plan and profile sheet(s) including all subsurface drainage and utilities 5. Property ownership, construction easements, and permanent easements(if required) 6. Existing conditions, including location of all utilities 7. Cross sectional view(s) and construction details of improvements. 8. Landscape Plan 9. Improvements, site plans, grading plans, architectural plans and detail sheets as needed The City will prepare the final contract Documents (drawings and specifications) for bidding of the project through the City of Fort Collins’ Purchasing Department. Review of the documents by the appropriate City Departments will be required prior to bidding. The Consultant shall prepare a Final Design Report (four (4) copies), which will summarize any major changes from the Preliminary Design decisions. CONSTRUCTION ADMINISTRATION SERVICES The Consultant will provide assistance during the pre-bid period and aid prospective bidders in fully understanding the scope of the project and explaining any unusual or significant features. The Consultant will assist the City in conducting a pre-bid conference and job-walk with contractors and suppliers. Respond to inquires as directed by the City. The Consultant will assist the City in the preparation of addendums, review of proposals and qualifications of contractors and suppliers. 8 The Consultant will provide construction administration assistance as requested by the City. For this proposal process the Consultant is to estimate construction administration services based on the following: Pre bid process: Consultant Team- Contact Administration assistance and inspection: Consultant Team- The Consultant will provide a set of Mylars and a CD to the contractor for preparation of the “as-built” record drawing set for the completed project. V. CONSTRUCTION PLANS—City approval, Quality of Work The Consultant shall be responsible for the professionalism and technical accuracy and coordination of all services such as designs, drawings, specifications, costs estimates, and other work or materials furnished to the City by the Consultant under this contract. The project submitted by the Consultant shall represent the best architectural and engineering solutions possible for the scope of work in the contract. All work must be in accordance with the current criteria, guides, and specifications listed in the scope and shall be in accordance with the best engineering practices. Workmanship shall be neat with all lines and lettering of uniform weight and clarity for complete legibility and satisfactory reproduction. Any computer disks submitted must be scanned for viruses using a commercial virus scanning program. All elements of submittals shall be checked by the Consultant and such check shall be made by persons other than those preparing the material and by professional personnel trained in that specific discipline. Error and deficiencies shall be corrected by the Consultant at no additional charge to the City. VI. FEES A. The engineering services will be awarded based on a Not-to-Exceed Time and Reimbursable Direct Cost Basis Agreement. The Consultant will provide as part of their proposal a rough order-of magnitude estimate of design fees, based upon the services described in this proposal. Upon the selection of the Consultant, the final fee will be negotiated with input form the Consultant based upon how they foresee the overall project. VII. SCHEDULE Advertising September 23, 2004 Award October 22, 2004 Design October to December 2004 Bidding January 2005 Construction February, 2005 – May, 2005 VII. Evaluation and Assessment of Proposal 9 An evaluation committee shall rank the interested firms based on their written proposals using the ranking system set forth below. Firms shall be evaluated on the following criteria. The ranking scale shall be from 1 to 5, with 1 being a poor rating and 5 an outstanding rating. Recommended weighting factors for the criteria are listed adjacent to the qualification. 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? VIII Reference Evaluation (Top-ranked firms) 10 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. 11 4.1 Qualification and Standard 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. 12 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____________], hereinafter referred to as "Professional". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Professional agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of _____ (_____) page[s], and incorporated herein by this reference. 2. The Work Schedule. [Optional] The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of _____ (_____) page[s], and incorporated herein by this reference. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated within _____ (_____) days following execution of this Agreement. Services shall be completed no later than _____. Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in writing by the parties hereto. 4. Early Termination by City. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Professional. Such notice shall be delivered at least 13 fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: Professional: City: With Copy to: In the event of any such early termination by the City, the Professional shall be paid for services rendered prior to the date of termination, subject only to the satisfactory performance of the Professional's obligations under this Agreement. Such payment shall be the Professional's sole right and remedy for such termination. 5. Design, Project Indemnity and Insurance Responsibility. The Professional shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all services rendered by the Professional, including but not limited to designs, plans, reports, specifications, and drawings and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and hold harmless the City, its officers and employees in accordance with Colorado law, from all damages whatsoever claimed by third parties against the City; and for the City's costs and reasonable attorneys fees, arising directly or indirectly out of the Professional's negligent performance of any of the services furnished under this Agreement. The Professional shall maintain commercial general liability insurance in the amount of $500,000 combined single limits, and errors and omissions insurance in the amount of ___________. 14 6. Compensation. [Use this paragraph or Option 1 below.] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional a fixed fee in the amount of _____ ($_____) plus reimbursable direct costs. All such fees and costs shall not exceed _____ ($_____). Monthly partial payments based upon the Professional's billings and itemized statements are permissible. The amounts of all such partial payments shall be based upon the Professional's City-verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's actual reimbursable expenses. Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings, and other services rendered by the Professional shall become the sole property of the City. 6. Compensation. [Option 1] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis according to the following schedule: Hourly billing rates: _____ Reimbursable direct costs: _____ with maximum compensation (for both Professional's time and reimbursable direct costs) not to exceed _____ ($_____). Monthly partial payments based upon the Professional's billings and itemized statements of reimbursable direct costs are permissible. The amounts of all such partial payments shall be based upon the Professional's City-verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's reimbursable direct costs. Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings and other services rendered by the Professional shall become the sole property of the City. 15 7. City Representative. The City will designate, prior to commencement of work, its project representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to the City Representative. 8. Project Drawings. [Optional] Upon conclusion of the project and before final payment, the Professional shall provide the City with reproducible drawings of the project containing accurate information on the project as constructed. Drawings shall be of archival quality, prepared on stable mylar base material using a non-fading process to prove for long storage and high quality reproduction. 9. Monthly Report. Commencing thirty (30) days after the date of execution of this Agreement and every thirty (30) days thereafter, Professional is required to provide the City Representative with a written report of the status of the work with respect to the Scope of Services, Work Schedule, and other material information. Failure to provide any required monthly report may, at the option of the City, suspend the processing of any partial payment request. 10. Independent Contractor. The services to be performed by Professional are those of an independent contractor and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Professional's compensation hereunder for the payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose. 11. Personal Services. It is understood that the City enters into this Agreement based on the special abilities of the Professional and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Professional shall neither assign any responsibilities nor delegate any duties arising under this Agreement without the prior written consent of the City. 16 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 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 17 competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 17. Special Provisions. [Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit "_", consisting of _____ (_____) page[s], attached hereto and incorporated herein by this reference. THE CITY OF FORT COLLINS, COLORADO By: _________________________________ James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management DATE: ______________________________ ATTEST: _________________________________ City Clerk APPROVED AS TO FORM: _________________________________ Assistant City Attorney [Insert Professional's name] or [Insert Partnership Name] or [Insert individual's name] Doing business as ____[insert name of business] By: __________________________________ Title: _______________________________ CORPORATE PRESIDENT OR VICE PRESIDENT Date: _______________________________ ATTEST: _________________________________ (Corporate Seal) Corporate Secretary