HomeMy WebLinkAboutRFP - P1000 VMT BEST PRACTICESCity of Fort Collins
REQUEST FOR PROPOSAL
P1000 Consultant: Best Practices Review
The City of Fort Collins is seeking a qualified consultant to provide a best -practice review of the
City's overall program to reduce the growth rate of vehicle miles traveled [VMT].
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 3:00 p.m. (our
clock), September 30, 2005. Proposal No. P1000. 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 Project Manager Brian
Woodroof (970) 221-6604.
Questions regarding proposals submittal or process should be directed to James B. O'Neill, II,
CPPO, FNIGP (970) 221-6775.
A copy of the Proposal may be obtained as follows:
Download the Proposal/Bid from the BuySpeed Webpage,
https://secure2.fcqov.com/bso/loqi*n.i'sp
2. 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,
James B. O'Neill Il, CPPO, FNIGP
Director of Purchasing & Risk Management
215 North Mason Strsnt ° 2"" Floor e P.O. Box 580 • Fort Coffins, (Yi 80522-0580 • (9770) 221-0775 * Fax (970) 221-07V
wwwlcc'Ovxom
8. Project Drawings. 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, prepared on
stable mylar base material using a non -fading process to provide for long storage and high
quality reproduction. "CD" disc of the as -built drawings shall also be submitted to the owner in
and AutoCAD version no older then the established city standard.
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.
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.
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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 competent
jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this
Agreement.
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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]
0
Title:
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
ATTEST:
Corporate Secretary
(Corporate Seal)
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SCOPE OF SERVICES
P1000 Consultant: Best Practices Review
PURPOSE
The City of Fort Collins is seeking a qualified consultant to provide a best -practice review of the
City's overall program to reduce the growth rate of vehicle miles traveled [VMT]. The City intends
that its overall VMT-reduction program meet or exceed the performance of similar programs in
comparable cites. We seek a consultant that can gauge the City's current policy and practice and
make recommendations that would align the City's efforts with best practices for cities of comparable
size and land -use and transportation limitations.
II. BACKGROUND
Just as in communities throughout the nation, vehicle miles traveled (VMT) grows much faster in Fort
Collins than the population grows. Reducing the VMT growth rate has been identified as an
important key to meeting Fort Collins goals in land use, transportation, and air quality.
Fort Collins Comprehensive Plan [City Plan, 2004] calls for programs that reduce vehicle miles of
travel, and the City has implemented a number of plans and programs that further that goal, for
example:
• The City and surrounding Larimer County employ a Growth Management Area Boundary to
contain urban land uses
• City Plan includes a Structure Plan which incorporates the activity center concept in its
districts [downtown, mixed -use, employment, campus, etc.] — internal trip capture within
districts reduces automobile use
• City Plan calls for compact, higher -density development patterns
• Sub -area Plans address multi -modal transportation at the neighborhood scale
• City Plan is implemented through zoning and development regulations and site -design
standards
• Level of Service standards have been developed for transit, walking, and cycling as well as
for vehicle traffic
• Major developments must do a transportation impact study, and must demonstrate there are
adequate multi -modal transportation facilities to support the development [adequate public
facilities policy]
• Arterial -street construction standards include provision of sidewalks, bikeways, and transit
facilities in a "standard cross-section"
• The City has adopted a Transportation Master Plan and separate modal plans — Transit
Development Plan, Bicycle Plan, and Pedestrian Plan
• The City's SmartTrips® Program does marketing to encourage use of alternative modes,
e.g., transit, carpool, vanpool, walk -to -school, outreach to large employers, etc.
• The Downtown Parking Plan emphasizes a pedestrian -oriented Downtown — encouraging
"park once and walk" and long-term parking on the perimeter.
• The City's Capital Improvement Program includes funding for both alternative modes and
streets.
• The City invests in the creation of affordable housing, partly to enhance jobs/housing balance
and reduce intra-regional commuting.
• City policy calls for the use of price mechanisms to reduce VMT growth, but this policy has
not been implemented.
• Monitoring of VMT and alternative mode trends has been previously done through a biennial
Mobility Report Card [deceased], the biennial City Plan Monitoring Project, and a future
Mobility Index [pending]
In addition, the City participates in regional efforts to reduce VMT growth though the North Front
Range Metropolitan Planning Organization [see boundary map at
http://www.nfrmpo.org/pdfs/nfrmpoBoundaries.pdfl. The MPO:
• Explores and provides information on the connections among land -use, transportation, and
air quality
• Collects data on intra-regional travel, including "select link analysis" which describes the
origin -destination pattern of travelers on specific roadway links
Collects data on affordable housing and jobs/housing balance
• Encourages vehicle trip reduction through marketing programs for carpool, vanpool, transit,
cycling and walking.
These policies, plans, programs, and regional participation each contribute to the goal of reducing
VMT growth, and, taken together, constitute the City's overall VMT reduction program.
City Plan also includes a performance goal for this aggregated program, which calls for
"implementing a VMT reduction program that strives to meet or exceed the performance of similar
programs in comparable cities." However, we do not yet have a way of measuring performance
against this policy goal. Although the goal is written in terms of performance, we believe the
essential first question is "How well is Fort Collins doing with respect to best practices." That is an
easier question to answer and can lead to the positive change implied by our performance goal.
Selecting comparable cities and performance measures would be a second step.
This best -practice review takes place within the context of a shrinking City budget. Alternative mode
spending is being gradually reduced as having lower priority than spending on motor vehicle
capacity and services. For that reason, this review needs to address the cost range and relative
priority of best -practice recommendations.
III. SCOPE OF SERVICES
The consultant would do the following:
1. Make one or more visits to Fort Collins to speak with stakeholders and assess the City's
overall VMT-reduction program, described above. The number of stakeholders is to be
determined, but should be sufficient to cover the range of the City's programs, perhaps six to
twelve people.
2. Prepare a detailed report with specific recommendations on changes to transportation and
land -use policy and practice that would bring us in line with best practices of comparable cities,
including identification of best practices, and cost ranges and priorities for recommended
changes. City staff is to have an opportunity for one round of review and comment before the
report is finalized.
3. Recommend one or more methods by which the City could evaluate the continuing
performance of our overall VMT-reduction program as per City Plan Policy T-9.1 —Vehicle miles
traveled (VMT): The City will continually strive to reduce the growth rate in VMT by
implementing a VMT reduction program that strives to meet or exceed the performance of
similar programs in comparable cities, including appropriate metrics, data sources, and priority
among alternatives identified.
4. Make one additional visit to Fort Collins to make two PowerPoint presentations summarizing
the report and recommendations (item 2 above), one to City staff and one to a citizen advisory
board. The City would retain the right to use the presentation materials.
City staff will assist by helping to identify stakeholders, arrange and support meetings, and, if
requested, provide brief descriptions of VMT-related programs and policies and other documentation
of the City program.
The consultant should have demonstrated expertise in working with local government organizations
to
• evaluate transportation demand management solutions that help to meet land -use,
transportation, and environmental goals
• understand the costs and benefits of various transportation solutions, especially when
integrated over a range of actions
• identify best practices as well as the most technically and politically feasible transportation
demand management measures
• communicate program recommendations to both technical and non -technical audiences
IV. DELIVERABLES
1. Report [electronic format preferred]
2. PowerPoint Presentation
V. PROPOSED SCHEDULE
Work is to start before the end of 2005 and is to be completed within six months after the start date.
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 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?
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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?
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 1, 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 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
$500,000 combined single limits, and errors and omissions insurance in the amount of
6. Compensation. [Use this paragraph or Option 1 below.] In consideration of the
services to be performed pursuant to this Agreement, the City agrees to pay Professional a
fixed fee in the amount of ($ ) plus reimbursable direct costs. All such fees and
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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.
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.
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