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HomeMy WebLinkAboutRFP - P967 BRIDGE INSPECTION MAINTENANCE REPAIR PROGRAMCity of Fort Collins Administrative Services Purchasing Division 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) 215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 Reference evaluation (Top Ranked Firm) The project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Professional responsive to client needs; did the Professional anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge a) If a study, did it meet the Scope of work? b) If Professional administered a construction contract, was the project functional upon completion and did it operate properly? Were problems corrected quickly and effectively. 2 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 Provider". W ITNESSETH: hereinafter referred to as "Service 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. services for This Agreement shall constitute the basic agreement between the parties 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 SA WO 10/2004 assigned and the Service Provider agrees to perform such changed services. 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 SA WO 10/2004 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. 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 SA WO 10/2004 costs, with markups, stated within the Bid Schedule Proposal Form, attached hereto as Exhibit "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 sn wo 10/2004 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. 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. Bindinq 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, SA WO 10/2004 personal representative, successors and assigns of said parties. 17. 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 "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 SA WO 1012004 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 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 Director of Purchasing and Risk Management [INSERT CORPORATIONS NAME] or [Insert Partnership name] or [Insert individual's name] Doing business as [Insert name of business] M PRINT NAME CORPORATE PRESIDENT OR VICE PRESIDENT 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 The attached forms consisting of (_) pages identified above and on the attached forms in are hereby accepted and incorporated herein by accordance with the terms and conditions this reference, and Notice to Proceed is hereby contained herein and in the Services Agreement given. 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 SA WO 10/2004 City of Fort Collins By: Date: 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, 2"d Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Questions concerning the scope of the project should be directed to 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: Download the Proposal/Bid from the Purchasing Webpage, www.fcqov.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, 1 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, Jam s B. O'Neill II, CPPO, FNIGP for of Purchasing & Risk Management 2 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 be i 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 Consultants will be selected based on the attached selection criteria. 2. Consultants invited to interview will be asked to present representative work on previous 2 jobs for similar work described in the Scope including reports, drawings, and 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 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. 3 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 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 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 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. 4 F. Be accessible for miscellaneous bridge consultation 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 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. 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 and interview session. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING QUALIFICATION STANDARD FACTOR 2.0 Scope of Proposal Does the proposal show an understanding of the project objective, methodology to be used and results that are desired from theproject? 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 theproject? 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 Work Hours compare favorably with the project Manager's estimate? Are the work hours presented reasonable for the effort required in each project task orphase? 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? 1