HomeMy WebLinkAboutRFP - P1006 FLOOD WARNINGREQUEST FOR PROPOSAL
P1006
Flood Warning System Support Services
The City of Fort Collins is requesting proposals from firms to provide engineering
maintenance support services for the City's ALERT Floodwarning System.
Written proposals, five (5) will be received at the City of Fort Collins' Purchasing ivision, 215
North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be recei ed before
3:00 p.m. (our clock), January 31,2006. Proposal No. P1006. If delivered, they a to be sent
to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, th address is
P.O. Box 580, Fort Collins, 80522-0580.
Questions concerning the scope of the project should be directed to Project Iv�anager, Chris
Lochra, (970) 416-2240.
Questions regarding proposals submittal or process should be directed to Opal FDick, CPPO,
Senior Buyer (970) 221-6778.
A copy of the Proposal may be obtained as follows:
1. Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to
request document #31006.
2. Download the Proposal/Bid from the BuySpeed Webpage,
hftps:Hsecure2.fc.gov.com/bso/login.osp
3. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collin , and request
a copy of the Bid.
Sales Prohibited/Conflict of Interest: No officer, employee, or member of City ouncil, shall
have a financial interest in the sale to the City of any real or personal propert , equipment,
material, supplies or services where such officer or employee exercises direct' or indirectly
any decision -making authority concerning such sale or any supervisory auth rity over the
services to be rendered. This rule also applies to subcontracts with the City. I Soliciting or
accepting any gift, gratuity favor, entertainment, kickback or any items of moneta value from
any person who has or is seeking to do business with the City of Fort Collins is pr hibited.
Collusive or sham proposals: Any proposal deemed to be collusive or a sham pr posal will be
rejected and reported to authorities as such. Your authorized signature of his 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 jo waive any
irregularities or informalities.
Sincerely,
�Jaa es B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
215 North Mason Street • 2n° Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • Fax (970) 221-6707
(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 rate provided with
written notice to the professional mailed no later than ninety (90) days prior to co tract end.
4. Contract Period. [Option 11 This Agreement shall commence _, and
shall continue in full force and effect until , unless sooner termir ated as herein
provided. In addition, at the option of the City, the Agreement may be extende for additional
one year periods not to exceed _ (_) additional one year periods. Renew Is and pricing
changes shall be negotiated by and agreed to by both parties. The Denver B ulder Greeley
CPIU published by the Colorado State Planning and Budget Office will be us d as a guide.
Written notice of renewal shall be provided to the Service Provider and maile no later than
ninety (90) days prior to contract end.
5. Early Termination by City/Notice. Notwithstanding the time per ds contained
herein, the City may terminate this Agreement at any time without cause by pr viding written
notice of termination to the Professional. Such notice shall be delivered at le st fifteen (15)
days prior to the termination date contained in said notice unless otherwise agre d in writing by
the parties. All notices provided under this agreement shall be effective when m iied, postage
prepaid and sent to the following address:
Professional: City With copy to
In the event of any such early termination by the City, the Professional shall be
rendered prior to the date of termination subject only to the satisfactory perforn
Professional's obligations under this Agreement. Such payment shall be the Pr
right and remedy for such termination.
Utility PSA WO January, 2005
for services
of the
I's sole
6. Design, Proiect Insurance and Insurance Responsibility. The Profe:
responsible for the professional quality, technical accuracy, timely comp
coordination of all services rendered by the Professional, including but not lira
plans, reports, specifications, and drawings and shall, without additional
promptly remedy and correct any errors, omissions, or other deficiencies. T
shall indemnify, save and hold harmless the City its officers and employees, in ;
Colorado law, from all damages whatsoever claimed by third parties against the
City's costs and reasonable attorneys' fees arising directly or indirectly out of th
negligent performance of any of the services furnished under this Agreement. 1
shall maintain commercial general liability insurance in the amount of $500,000 i
limits, and errors and omissions insurance in the amount of
onal shall be
tion and the
.d to designs,
;ompensation,
Professional
cordance with
ity and for the
Professional's
Professional
mbined single
7. Compensation. In consideration of services to be performed pursuant to this
Agreement, the City agrees to pay Professional on a time and reimbursable di
designated in Exhibit "B", consisting of _ (_) page(s), attached hereto and incoi
by this reference. At the election of the City, each Work Order may contain a
which shall be negotiated by the parties hereto for each such Work Order.
payments based upon the Professional's billings and itemized statements are pe
amounts of all such partial payments shall be based upon the Professiona
progress in completing the services to be performed pursuant to the Work O
approval of the Professional's direct reimbursable expenses. Final payment
following acceptance of the work by the City. Upon final payment, all designs,
specifications, drawings, and other services rendered by the Professional shall bl
property of the City.
Utility PSA WO 13MI)Ty, 2M5
t cost basis
rated herein
iximum fee,
nthly partial
ssible. The
City -verified
it and upon
ill be made
ins, reports,
me the sole
8. City Representative. The City will designate, prior to
project representative who shall make, within the scope of his or her authority,
proper decisions with reference to the project. All requests for contract i
orders, and other clarification or instruction shall be directed to the City
9. Project Drawings. Upon conclusion of the project and before
Professional shall provide the City with reproducible drawings of the project
information on the project as constructed. Drawings shall be of archival, prep
base material using a non -fading process to provide for long storage and high quality
disc of the as -built drawings shall also be submitted to the owner in and AutoCAD
the established city standard.
10. Monthly Report. Commencing thirty (30) days after Notice to
ent of work, its
necessary and
ations, change
ative.
I payment, the
lining accurate
on stable mylar
Auction. "CD"
)n no older then
;ed is given on
any Work Order and every thirty days thereafter, Professional is required to p ovide the City
Representative with a written report of the status of the work with respect tot a Work Order,
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 req
11. 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. I The City shall
not be responsible for withholding any portion of Professional's compensation herteunder for the
payment of FICA, Workers' Compensation, other taxes or benefits or for any otheo purpose.
12. Personal Services. It is understood that the City enters into tI)is Agreement
based on the special abilities of the Professional and that this Agreement shall be
an agreement for personal services. Accordingly, the Professional shall ne
Utility PSA WO January, 2005
idered as
assign any
responsibilities nor delegate any duties arising under this Agreement without t�he prior written
consent of the City.
13. Acceptance Not Waiver. The City's approval of drawings, esigns, 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
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.
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
the default remains uncorrected, the party declaring default may elect to (a)
Agreement and seek damages; (b) treat the Agreement as continuing and re
performance; or (c) avail himself of any other remedy at law or equity. If the r
party commences legal or equitable actions against the defaulting party, the de
shall be liable to the non -defaulting party for the non -defaulting party's reasonable
and costs incurred because of the default.
In the event
:rminate the
uire specific
>n-defaulting
aulting party
attorney fees
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 surf ivors, heirs,
personal representatives, successors and assigns of said parties.
17.
Law/Severability. The laws of the State of Colorado
shall
govern the
construction,
interpretation, execution and enforcement of this Agreement.
In th
event any
Utility PSA WO January, 2005
provision of this Agreement shall be held invalid or unenforceable by any co rt of competent
jurisdiction, such holding shall not invalidate or render unenforceable any other rovision of this
Agreement.
18. Special Provisions. Special provisions or conditions relating to the services to
be performed pursuant to this Agreement are set forth in Exhibit "C", consi ting of _ (_)
page(s), attached hereto and incorporated herein by this reference.
THE CITY OF FORT COLLINS,
By:
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Man
Date:
[insert Professional's name] or
[Insert Partnership Name] or
[Insert individual's name]
Doing business as [insert name of
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
By:
Title:
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
ATTEST:
Corporate Secretary
Utility PSA WO January, 2005
(Corporate Seal)
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
Project Description:
Scope of Services:
Professional agrees to perform the services
identified above and on the attached forms in
accordance with the terms and conditions contained
herein and in the Professional Services Agreement
between the parties. In the event of a conflict
between or ambiguity in the terms of the
Professional Services Agreement and this work
order (including the attached forms) the
Professional Services Agreement shall control.
The attached forms consisting of Exhibits _, _
consisting of _ (_) pages are hereby accepted
and incorporated herein, by this reference, and
Notice to Proceed is hereby given.
cc: Purchasing
Professional:
By:
Date:
City of Fort Collins
Submitted By:
Project Man ger
Date:
Reviewed by:
Senior Utility Engineer
Date:
Approved by:
Utilities Gene I
al Manager
Date:
Approved by:
Director of Purchasing & isk Management
(if over $30,000.)
Date:
City of Fort Collins
Request for Proposal
P1006 Flood Warning System Support Services
SCOPE OF SERVICES
The City of Fort Collins is requesting proposals from firms to provide engineering
and
maintenance support services for the City's ALERT Floodwarning System. The si
llected
contactor will be able to perform all aspects of system maintenance, including tes
ing,
calibration and cleaning of rainfall, streamflow and weather instrument sensors, tE
sting and
maintenance of transmitters and associated equipment, and provide other types c
f system
support, including evaluation of system performance, radio path analyses, and de
lelopment of
rating curves. In addition, the contractor should be able to install new gages and
ensors into
the existing system network. As a minimum deliverable, the contractor will provid
the City with
qualifications and labor rates for personnel used to perform these activities.
The scope of the requested service is based on the potential for the City of Fort Collins requiring
additional support for the existing Floodwarning System staff. The circumstances for additional
support will be based on:
i) An unanticipated need for assistance in maintaining or growing the
Floodwarning System
ii) Repair/replacement of some or all of the existing Floodwarning syst m due to
unforeseen circumstances, or
iii) Determination by the City that a need exists for qualifications/skills tat exceed
existing staff capability.
II. CONTRACT TERM
This RFP promises no guarantee of contracted services, but will, in effect, permit the selected
contracted to present individual project cost estimates to the City of Fort Collis for specific
scopes of work as they arise. The contractor selected from this RFP process will be retained by
the City of Fort Collins for a contract term of one year with the option by the City to renew for
four additional years.
III. PROPOSAL SUBMITTAL
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), January 31, 2006. Proposal No. P1006. If delivered, they are to be sent
to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, he address is
P.O. Box 580, Fort Collins, 80522-0580.
2/9/00
IV. INSTRUCTIONS
The City of Fort Collins invites your firm to provide a proposal to provide technica support for
the Flood Warning System that will include your qualifications and standard labor rates, as well
as markup for fixed -cost items.
In the event it is necessary to revise any part of this Request for Proposal or if ad itional
information is necessary to enable the Proposing Contractor to make an adequate interpretation
of the provisions of this Request for Proposal, a supplement to the Request for Pi oposal will be
provided to the Proposing Contractor.
The City of Fort Collins reserves the right to retain the selected Contractor to pro ide
professional services for a period of five years with an annual renewal option. Th proposed
scope of work for any such services (see Section X.) will be defined and a final s ope of work
that includes a project schedule will be prepared prior to initiation of work.
A review team will rank the proposals based on the City of Fort Collins procedure for the
review of professional firms, and make the selection from that review. If the City o decides, the
firms submitting the three highest ranked proposals may be asked to discuss theii qualifications
in person. If the City decides to hold these interviews, a selection will be made of the firm that is
highest ranked after the interview process is complete.
The City of Fort Collins retains the right to reject any or all proposals, to waive an irregularities
or informalities and re -solicit, if deemed to be in the best interest of the City of Forf Collins.
The City of Fort Collins is exempt of all state taxation, including state sales and uOe taxes.
A. Review of Reference Material. The City has compiled reference aterial for
review by the Consultants. This information will be available for re iew by the
Consultants. This information will be available for review during no mal business
hours, at the Utility Services Center at 700 Wood Street. Please contact Chris
Lochra at (970) 416-2240 for information on when the material is a ailable for
review.
B. Cost of proposal preparation. The City of Fort Collins will make no
reimbursement for any costs incurred prior to a formal Notice to Pri
C. Proposals to Be in Effect. Each proposal shall state it is valid for a eriod of not
less than ninety (90) days from receipt.
2/9/00
V. PROPOSAL GUIDELINES
Written Proposals shall not exceed a total of 20 pages (single-spaced) in Ingth,
exclusive of covers, cover letters, dividers and full resumes. The proposa s should
contain, as a minimum, the following:
• Name of firm, contact for this proposal, title, phone number, fax number, street and
mailing addresses, any previous names of firm in the last 10 years, and d to firm
established;
• A statement of your understanding and assumption of the required technic'al support
services;
• A description of the firm's capabilities, qualifications and general avai
• A description of the firm's ability to respond to a request for work in an
situation (ex: gages damaged by a flood that need repair);
• A list of individuals who will be directly involved in the project. Include a s�jmmary of
experience related to the proposed services;
• A list of sub -consultants whom you utilize for some or all of the technical
services;
• A description of qualifications based on previous projects (references will bchecked for
the top ranked firm);
• A labor rate schedule and your firm's standard markup for materials and
purchases, mileage, etc; and
• Provide an estimated labor cost for the selection/ordering/installation/calibration and
testing of a standard tipping -bucket raingage/standpipe, including transmitt r and
antenna installation.
2/9/00
VI. MAINTENANCE AND SUPPORT CAPABILITIES OVERVIEW
The City of Fort Collins operates an automated local Floodwarning System that ir cludes gages,
and operational software, data archiving and analysis software, and communicate n equipment
that are network based. The Floodwarning System (System) became operationa in 1999 with
the installation of precipitation/streamflow gages, a base station with operationalh irchiving
software, and other decision support equipment and software. The system has s eadily grown
since that time. As of Spring 2006, the System will have grown to a configuration of 63 gage
locations, one repeater, operating/data archiving software at two base stations, o her associated
client stations, and weather monitoring and paging software. Decision support documentation
includes an operations manual accompanied by floodplain basin maps.
The City is attempting to select a qualified contractor to provide engineering and Oaintenance
services for the existing Floodwarning system, as well as assistance with possiblo future
expansion of the system. The contracted services will be provided on an as -nee ed basis in
support of the existing Floodwarning System staff.
Three scenarios exist for which such support may be required: i) an unanticipatec need for
assistance in maintaining or growing the current Floodwarning System, ii) repair/r a.placement of
some or all of the existing Floodwarning system due to unforeseen circumstance , or ii)
determination by the City that a need exists for technical expertise supplemental W existing staff
capabilities.
VII. CURRENT SYSTEM MAINTENANCE AND SUPPORT
The Floodwarning System is currently maintained by City staff. However, in the c se that
existing staff are not able to perform routine maintenance or resolve technical pro lems, outside
support may be required.
Vill.
SYSTEM
In the event that a large flood event or other natural disaster renders the system i
diminished or inoperable, the Contractor will be able to assist the City with repair
reestablishment of the Floodwarning System. In addition, the City may decide to
upgrade System components because of newer Floodwarning technologies that
Finally, the City of Fort Collins may need to enlarge the current System.
IX. SUPPLEMENTAL CAPABILITIES
The City may determine that certain tasks with requirements that exceed current
capabilities may need to be performed. These tasks may include completing an
the Floodwarning System's current reporting capability as well as an evaluation c
capability to support future growth; performing radio path analyses for potential r
locations, or developing rating curves for streamflow measurement sites.
part or whole
lace or
available.
luation of
e system's
gage
2/9/00
X.
SCOPE OF SERVICES TO BE PROVIDED
A. MAINTENANCE ACTIVITIES
Maintain the City's current Floodwarning System, comprising 56 gage loco,
include 15 precipitation gages, nine (9) streamflow gages, 26 precipitation
gages, five (5) weather stations and one irrigation/floodwater conveyance
emergency transmitter. Some of these gages are in locations outside the
located in Larimer County and nearby municipalities. The current mainter
includes quarterly visits to each gage location, and additional visits as neE
suitable equipment condition and performance. Typically, the maintenanc
include 2"d quarter cleaning and calibration of the precipitation gage tippin
appurtenances, calibration of streamflow gage pressure transducers, and
transmitters. The 4`h quarter visits include cleaning of precipitation gages,
of pressure transducers, and transmitter testing. The 1 s` and 3rd quarter r
tasks typically comprise cleaning and testing of equipment.
that
itch
ty but
nce schedule
ed to ensure
activities
buckets and
:sting of
Support the existing DIADvisorTm database management/operating softwa e. This
software is located on two fixed base stations, one mobile base station, an six (6) client
station installations. Although it is expected that a separate contractual ac reement may
be entered into between the City and the operational software developer ( neRain
Corporation), expertise with this software is to be demonstrated by the app icant.
Evaluate sensor reports and monitor system performance, in part by using
Datamine software.
B. ADDITIONAL MAINTENANCE ACTIVITIES
Support the Floodwarning system alarm PageGateo paging system and Na ional
Weather Service Emergency Manger's Weather Information Network (EM IN) and
Weather Message® weather message notification systems. Other/addition I weather -
monitoring software may be added to the system in the future.
C.
ACTIVITIES
• Evaluate the performance of the Floodwarning System, including Petermining
the accuracy of data generated from each sensor, if sensor repo
transmissions are successfully transmitted and subsequently rec ived by the
base station(s), and ensuring data management tools are properl filtering and
archiving sensor data reports.
• Evaluate the potential for expansion of the System through the ad ition of
gages/sensors. New gage locations will require a radio path/site nalysis for
optimum site selection.
• Provide responsive/emergency repairs to the System in case of d mage by a
flood.
• Repair or replace any part or the entire gage network, if necessa
• Expand the existing gage network, if requested.
• Prepare theoretical rating curves for streamflow gage locations.
2/9/00
XI. FEES
The Contractor will provide a labor rate schedule for the Scope of Services listed in Section IV,
including the billing rates for any/all personnel providing the services specified in his document.
The contractor will also provide a labor estimate for the selection/orde
and testing of a standard tipping -bucket raingage/standpipe, including
installation.
XII. REVIEW AND ASSESSMENT
Professional firms will be evaluated on the following criteria. These
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 be
rating, and 5 being an outstanding rating.
:ion/calibration
and antenna
will be the
an average
WEIGHTING
QUALIFICATION
STANDARD
FACTOR
2.0
Scope of Proposal
Does the proposal show an understanding of the
scope objectives, methods to be used and results
that are desired?
2.0
Assigned Personnel
Do the persons who will be providing he requested
services have the necessary skills? Are sufficient
people of the requisite skills ass gned to the
requested services?
1.0
Availability
Can work be completed in a timelyi ? Are
other qualified personnel available to assist if
required?
1.0
Motivation
Is the firm interested and are they capable of doing
the work in the required time frame?
2.0
Cost and
Are the work hours presented reasonz ble for the
Work Hours
effort required for the requested services (where
specified by the City)? Are the labor r tes
reasonable for the scope of services?
2.0
Firm Capability
Does the firm have the support capabi ities the
assigned personnel require? Has the irm done
previous projects of this type and scope?
2/9/00
Reference evaluation (Top Ranked Firm)
The project Manager will check references using the following criteria
rankings will be labeled Satisfactory/Unsatisfactory.
Th evaluation
QUALIFICATION
STANDARD
Overall Performance
Would you hire this Professiona
again? Did
they show the skills required for the
requested
services?
Timetable
Did the contractor perform work in
a timely
manner? If a project schedule
as developed,
did the contractor meet the indic
ted
deadlines?
Completeness
Was the Professional responsiv
to client
needs; did the Professional anti
ipate
problems? Were problems solv
d quickly and
effectively?
Budget
Was the original Scope of Work
ompleted
within the project budget?
Job Knowledge
If the project/work was a study, d
d it meet the
scope of work? If the project/wo
involved
construction activities, was the fi
al product
functional upon completion? We
a any
problems encountered corrected
uickly and
effectively?
Utility PSA WO January, 2005
PROFESSIONAL SERVICES AGREEMENT
WORK ORDER TYPE
THIS AGREEMENT made and entered into the day and year set fortt
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporat
referred to as the "City" and , [insert either a corporation, a partnership c
doing business as ], hereinafter referred to as "Professional".
WITNESSETH:
In consideration of the mutual covenants and obligations herein
by and between the parties hereto as follows:
below by and
in, hereinafter
an individual,
it is agreed
1. Scope of Services. The Professional agrees to provide services in accordance
with any project Work Orders for (RFP or project name), issued by the City. A bla k sample of a
work order is attached hereto as Exhibit "A", consisting of one (1) page and i incorporated
herein by this reference. No Work Order shall exceed $ . The City res ryes the right
to independently bid any project rather than issuing a Work Order to the Profe sional for the
same pursuant to this Agreement.
2. The Work Schedule. The services to be performed pursuant to t is Agreement
shall be performed in accordance with the Work Schedule stated on each Work O der.
3. Time of Commencement and Completion of Services. The s rvices to be
performed pursuant to this Agreement shall be initiated as specified on each Woi
is of the essence. Any extensions of any time limit must be agreed upon in
parties hereto.
4. Contract Period. This Agreement shall commence upon the date
shown on the signature page of this Agreement and shall continue in full force and
Utility PSA WO January. 2005
Order. Time
by the
of execution
for one