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HomeMy WebLinkAbout388465 CARL WALKER - CONTRACT - RFP - P1017 PARKING ACCESSPROFESSIONAL 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 Carl Walker Inc., hereinafter referred to as "Professional". 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 five (5) pages, and incorporated herein by this reference. 2. The Work Schedule. 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 one (1) page, 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 upon execution of this Agreement. Services shall be completed no later than August 25, 2006. 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: Task IV — Completion of Final Recommendations A. Carl balker will... a. Incorporate the input received at the end of each of the previous three tasks into the final report. b. Identify a parking access and revenue control system that best meets the criteria selected by the city. The goal will be to recommend a system that will improve operational and management efficiencies, as well as parking system user experiences, and meet downtown parking needs for the next five to ten years. c. Address any potential challenges that may arise during the purchase and implementation of the recommended control system. d. Provide an action plan to implement the recommended parking access and revenue control system. This would include a preliminary RFP process, steps to evaluate RFP responses, installation timetables, system training recommendations, etc. e. Provide a copy of the final draft of the report to the city for final review. f. Incorporate any final comments and complete the final report. g. Present the final report to the city and designated stakeholders. Optional Tasks and Follow-up Services At the completion of the tasks above, the City may desire additional services from the consultant, such as the development of a draft RFP for the purchase of a new parking access and revenue control system. (Me RFP would include a detailed set of equipment specifications.) Other services the City may require might be assistance through the RFP process. Services could include assistance with the solicitation, answers to potential bidder questions, attending pre -proposal meetings, assistance with evaluating RFP responses, oversight of system installation and final system inspection. If services such as these are needed by the City, this contract will be amended to include those services, and Carl Walkerwill provide those services on an hourly basis at the rates quoted in Exhibit C (attached.) EXHIBIT B PROJECT SCHEDULE The following is a proposed schedule for accomplishing the tasks required to complete the project. Although there is likely to be some variation in the timing, particularly of unrelated tasks, this schedule represents a typical work sequence. Any additional processing, review and/or scheduling time required by the City of Fort Collins (or other designated stakeholder) will be added to this schedule. Week 1 - 3 Prepare and submit preliminary request for information. Assist the City in meetings with vendors at the International Parking Institute conference and exposition. Weeks 4 — 6 Task I — Review background data provided by the city. Conduct initial site visit and project meeting. Meet with designated stakeholders. Weeks 7 — 8 Task II — Develop Initial Assessment Memorandum. Develop initial parking access and revenue control system constraints, challenges and evaluation criteria. Weeks 9 — 10 Task III — Conduct the analysis of parking access and revenue control system alternatives. Develop system recommendations to improve operations and management. Work on cost projections for selected control systems. Weeks 11-12 Task IV — Compile draft parking study report and submit to the city. Weeks 13 —15 Incorporate draft report comments and complete final report. Provide final report presentation to city and designated stakeholders. EXHIBIT C FEE SCHEDULE Carl Walkerwill provide the consulting services described in this proposal for a fixed fee not to exceed $19,110, plus authorized reimbursable expenses estimated at $3,250. Reimbursable expenses include items such as telephone, airfare, meals, photographs, postage, hotels, rental cars, etc. The project will be billed monthly based upon the percentage of project completion. • Task 1 o Review of Background Data and Analysis of Current Conditions ■ Dennis Bums (12 hours), Matthew Inman (16 hours), Mark Yedinak (4 hours) and Scot Martin (2 hours) ■ Fee: $4,930 labor and $1,500 in reimbursable expenses ■ Meetings/Site Visits: Includes a one day site visit for project kick-off meeting and stakeholder interviews. • Task 2 o Development of Parking Access and Revenue Control Systems Needs and Criteria ■ Dennis Bums (4 hours), Matthew Inman (8 hours), Mark Yedinak (8 hours) and Scot Martin (4 hours) ■ Fee: $3,340 labor ■ Meetings/Site Visits: No site visits. • Task 3 o Parking Access and Revenue Control System Alternatives Analysis ■ Dennis Bums (7 hours), Matthew Inman (24 hours), Mark Yedinak (16 hours) and Scot Martin (4 hours) ■ Fee: $6,970 labor • Meetings/Site Visits: Includes walk-through and debriefing and IPI Conference • Task 4 o Final Report ■ Dennis Bums (4 hours), Matthew Inman (16 hours), Mark Yedinak (8 hours) and Scot Martin (4 hours) ■ Fee: $4,380 labor and $1,750 in reimbursable expenses ■ Meetings/Site Visits: Presentation of final report. • C►ptional Tasks o RFP Development ■ Dennis Burns (8 hours), Matthew Inman (32 hours), Mark Yedinak (16 hours) and Scot Martin (8 hours) ■ Fee: $8,760 labor and $250 in reimbursable expenses ■ Meetings/Site Visits: No site visits. o Follow-up Services ■ All team members would be available to assist ■ Fee: Billed hourly as staff is utilized, based on the hourly rates below. ■ Meetings/Site Visits: Site visits as necessary. Labor will be billed hourly. Expenses are projected at $750 per day (includes airfare, hotel, rental car and food). Current billing rates for each team member are detailed below: • L. Dennis Bums, Principal: $170.00 per hour • Matthew Q. Inman, Project Manager: $130.00 per hour • Scot D. Martin, Senior Studies Specialist: $145.00 per hour • Mark Yedinak, Studies Specialist: $130.00 per hour ACOR 1, CERTIFICATE OF LIABILITY INSURANCE iiioi20 ) PRODUCER (734)662-4041 FAX (734)662-4065 Professional Concepts Insurance Agency Inc. 2950 S State Street Suite 402 Ann Arbor, MI 48104 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. INSURERS AFFORDING COVERAGE NAIC # INSURED Carl Walker, Inc. 5136 Lovers Lane Suite 200 Kalamazoo, MI 49002 INSURERA: Hartford Fire Insurance - A Best INSURERB: Hartford Underwriters Ins. Co. - A Best INSURERc: Hartford Fire Insurance - A Best INSURERD: INSURER E: Ar THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR kDD1 him TYPE OF INSURANCE POLICY NUMBER EFFECTIVE PDATE IMMIDONYI 12/31/2005 POLICY EXPIRATIONIm DATE tmistannryiOLICY 12/31/2006 LIMITSGENERAL A LIABILITY X COMMERCIAL GENERAL LIABILITY CLAIMS MADE a OCCUR 35SBWRU0693 EACH OCCURRENCE $ 1,000,000 DAMAGE TO RENTED PIRFUISF $ 300 00 MED EXP (Any one person) $ 10,00( PERSONAL& ADV INJURY $ 1,000,00 GENERAL AGGREGATE $ 2,000,00( GEN'L AGGREGATE LIMIT APPLIES PER: PRO JECT LOC POLICYEI PRODUCTS -COMPIOPAGG $ 2,000,00( B AUTOMOBILE LIABILITY ANY AUTO ALL OWNED AUTOS SCHEDULED AUTOS HIRED AUTOS NON -OWNED AUTOS 35UEGAF3SOS 12/31/2005 12/31/2006 COMBINED SINGLE LIMIT (Ea accident) $ 1,000,000 X BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ PROPERTY DAMAGE (Per accident) $ GARAGE LIABILITY ANY AUTO AUTO ONLY - EA ACCIDENT $ OTHERTHAN EA ACC AUTO ONLY: AGG $ $ A EXCESSIUMBRELLA LIABILITY X1 OCCUR CLAIMS MADE DEDUCTIBLE RETENTION $ 35SBWRU0693 12/31/200S 12/31/2006 EACHOCCURRENCE $ S 00U 00 AGGREGATE $ S 00O 0O $ $ C WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETORIPARTNERIEXECUTIVE OFFICER/MEMBER EXCLUDED? I Pyes, describe SECIAL PROVISIONS below 3SWEGPN3645 12/31/2005 12/31/2006 X WCSTATU- OTH- E.L. EACH ACCIDENT Is 1,000,000 E.L. DISEASE - EA EMPLOYEI $ 1,000,00 E.L. DISEASE - POLICY LIMIT $ 1,000,000 OTHER DESCRIPTIQN OF OPERATIONS I LOCATIONS I VEHICLES I EXCLUSIONS ADDED BY ENDORSEMENT SPECIAL PROVISIONS For Informational Purposes only. SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL XXX DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER ITS AGENTS OR For Informational Purposes Only AUTHORDED RE PRESENTATIVE N ACORD 25 (2001108) CACORD CORPORATION 1988 Professional: City: With Copy to: Carl Walker, Inc. City of Fort Collins City of Fort Collins Attn: L. Dennis Bums Attn: Randy Hensley Attn: Purchasing 950 West Elliot Rd Ste 166 PO Box 580 PO Box 580 Tempe, AZ 85284 Fort Collins, CO 80522 Fort Collins, CO 80522 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 $1,000,000. 6. Compensation. 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 Nineteen Thousand One Hundred Ten Dollars ($19,110) plus reimbursable direct costs, in accordance with the fee schedule attached hereto as Exhibit "C", consisting of two (2) pages, and incorporated herein by this reference. All such fees and costs shall not exceed Twenty Two Thousand Three Hundred Sixty Dollars ($22,360). 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. 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. 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. 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. THE CI OFF R)lT COLLINS, COLORADO y: J J es B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management DATE: 5 = /a - 0 t; Carl Walker, Inc. By: 01 Title: r CORPORATE PRESIDENT OR VICE PRESIDENT Date: ATTEST: (Corporate Seal) Corp to Secretary EXHIBIT A PROJECT SCOPE OF SERVICES The purpose of this scope is to address the needs detailed in RFP #P1017, and to help the Carl Walker team deliver the services that would best meet the needs of the City of Fort Collins. The main goal of this project is to provide an analysis of parking access and revenue control system alternatives and recommend the best possible system to meet the city's needs for the next five to ten years. The project will involve Carl Walkerreviewing existing conditions, determining desired system capabilities/options, determining parking access and revenue control system evaluation criteria, projecting future system needs, selecting possible systems for analysis, analyzing the pros and cons of each system selected for evaluation, system cost estimates (purchase, lease options, installation costs, related staffing costs, etc.), providing final equipment/system recommendations and creating an implementation plan for the selected equipment/system. The team will also provide recommendations designed to improve parking system operations and management. The preliminary scope of services detailed on the following pages covers all of the RFP requirements, as well as any additional items we feel that are necessary to successfully complete the study. An important part of many study processes can be working with stakeholders to build consensus on parking technology objectives and goals. With respect to this study, stakeholders could include city staff, downtown business owners, the Downtown Business Association, the Downtown Development Authority, parking system users, etc. As the support of each of these groups is integral to improving parking, they should feel included in the process and that their input is seriously considered. Including study area stakeholders is crucial to this process, The City of Fort Collins is currently planning on involving the community in this project, and Carl Walkermust be prepared to help facilitate and document related meetings. The project approach consists of four tasks: I. Review of Background Data and Analysis of Current Conditions II. Development of Parking Access and Revenue Control Systems Needs and Evaluation Criteria III. Parking Access and Revenue Control System Alternatives Analysis N. Final Recommendations STUDY METHODOLOGY / WORK PLAN Task I — Review of Background Data and Analysis of Current Conditions A. Carl Walker mill... a. Upon authorization to proceed, submit an initial "Request for Information" (RFD. This will allow the consultant to get familiar with system issues, existing facilities, utilization and other characteristics prior to the first visit to the study area. b. Review the scope of services with representatives of the city and any designated stakeholders (via conference call), to clarify study objectives, define desired outcomes, review and update the work plan and schedule, determine stakeholder input options and identify project milestones. The consultant will review existing facilities and equipment with appropriate representatives to develop a first-hand understanding of the parking system and city/stakeholder concerns. c. Review any pertinent studies/reports that could impact the usage of downtown parking structures including any previous parking inventories, parking demand studies, traffic flow analyses, future development projects and proposals for any new parking facilities made during previous planning efforts. Carl Walkerwill also review existing parking access and revenue control policies and procedures. d. While reviewing background materials, Carl Walkerwill identify major issues impacting parking operations, management and technology, and identify information that will need to be updated. B. Carl Walkermill... a. Meet with representatives of the city and designated stakeholders to review existing conditions and document existing equipment. i. Review existing facilities and equipment with appropriate representatives to develop a first-hand understanding of the parking system and city/stakeholder concerns. ii. Discuss possible equipment options, as well as potential impacts to current and projected parking user groups. Options may include (but not be limited to): 1. Reporting features 2. Revenue control features 3. Customer payment options 4. Access technology options 5. Internet connectivity 6. Validation options iii. Identify possible constraints, including political, technological and management related issues. iv. Discuss preliminary parking system comparison criteria to use in future evaluations. b. Meet with stakeholder representatives designated by the city to clarify user concerns and expectations. Approximately nine 15-30 minute meetings will be scheduled during the first on -site visit. Task II — Development of Parking Access and Revenue Control Needs and Criteria A. Carl Walkerwill... a. Provide an Initial Assessment Memorandum that contains the following information: i. A detailed review of the existing parking access and revenue control system, citing concerns and potential improvements. Related operational and management issues will also be addressed. Particular attention will be paid to customer, revenue control, cash handling and audit concerns. ii. Documentation of important constraints, challenges and other issues related to the implementation of a new parking access and revenue control system. Where necessary, provide possible solutions for addressing possible challenges/problems. iii. A detailed understanding of city and stakeholder concerns and goals relative to the implementation of a new parking access and revenue control system, as well as preliminary solutions. iv. A list of evaluation criteria, including a detailed explanation of how each criterion will be evaluated. A matrix will be developed so that each system is evaluated fairly, and the differences between each system can be easily identified. A system of evaluation will also be identified. v. Answers to the questions noted in Item #8 (under the Scope of Work Section) in the RFP. The time required to answer these questions is included in this task item. b. Once the city has had an opportunity to review the memorandum, a brief conference call will be held to ensure all issues are understood and that the evaluation is progressing as desired. Task III — Parking Access and Revenue Control System Alternatives Analysis A. CarlWalker itill... a. Based on the initial review of current conditions, and the Initial Assessment Memorandum, conduct an analysis of parking access and revenue control system alternatives. The analysis will provide options and recommendations to improve system equipment/technology, operations (customer service, revenue control, etc.), management and meeting current and projected parking user group needs. b. The analysis of possible access and revenue control system options would include the following: A matrix that compares each system based on the criteria designated in Task II. The goal will be to provide a consistent comparison of each system relative to the evaluation criteria. The features and characteristics of each system will be detailed. ii. The pros and cons of each equipment option will be detailed and examined. Possible installation and operational issues will be discussed. iii. A detailed comparison of each option relative to the specific needs of the city and downtown stakeholders will be included. c. After reviewing each potential system, a list of the best 3-4 access and revenue control systems will be created. This list will include those systems that best meet the needs of the city and downtown parking system users. d. Develop estimates for the purchase, installation and implementation of the recommended parking access and revenue control systems. These estimates will include equipment and software costs, estimated shipping and handling charges, estimated installation costs, possible staffing expense impacts and potential training costs. Estimates for conduit and other ancillary needs will also be estimated. e. A draft analysis report will be completed. Once the city has had an opportunity to review the draft analysis, a brief conference call will be held to ensure all items are understood and that the evaluation is progressing as desired. f. This task includes a walk-through and debrief at the IPI Conference as requested in the RFP. Matt Inman and Lee Bourque will be attending the IPI Conference, and will be available to visit equipment vendors with city representatives. g. At the City's option, Carl Walkerwill coordinate additional vendor information sessions via conference calls and/or web -conferences.