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HomeMy WebLinkAboutRFP - P1107 GEOTECHNICAL TESTING SERVICEREQUEST FOR PROPOSAL P1107 GEOTECHNICAL TESTING SERVICE Written proposals four (4) 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) February 26 2008 Proposal No P1107 If delivered they are to be sent to 215 North Mason Street 2nd Floor Fort Collins Colorado 80524 If mailed the address is P O Box 580 Fort Collins 80522 0580 A Pre Proposal conference will be held at 215 N Mason 2"d floor conference room 2A on Feb 11 2008 at 10 00 am We strongly recommend attendance at this pre -proposal meeting if your firm intends to submit a proposal Your proposal should include the completed bid schedule and a list of other services you perform with prices for those services the time frame required to perform such services qualifications and a list of protects similar in nature with references for those protects We are very concerned with turn around time on testing and response time to requests for testing Please address these issues in your proposal Please keep your proposals brief and concise Questions concerning the scope of the protect should be directed to Protect Manager Rick Richter (970) 221-6798 Questions regarding proposals submittal or process should be directed to John D Stephen CPPO CPPB Senior Buyer (970) 221-6777 A copy of the Proposal may be obtained as follows 1 Download the Proposal/Bid from the BuySpeed Webpage https Hsecure2 fcgov com/bso/login isp 2 Come by Purchasing at 215 North Mason St 2"d floor Fort Collins and request a copy of the Bid The City of Fort Collins is subject to public information laws which permit access to most records and documents Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible Proposals may not be marked Proprietary in their entirety Information considered proprietary is limited to material treated as confidential in the normal conduct of business trade secrets discount information and individual product or service pricing Summary price information may not be designated as proprietary as such information may be carried forward into other public documents All provisions of any contract resulting from this request for proposal will be public information 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 where renewal Is a way of life guide Written notice of renewal shall be provided to the Service Provider and mailed no later than ninety (90) days prior to contract end 4 Contract Period This Agreement shall commence 200 and shall continue in full force and effect until 200 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 Pricing changes shall be negotiated by and agreed to by both parties and may not exceed the Denver - Boulder CPI-U as published by the Colorado State Planning and Budget Office Written notice of renewal shall be provided to the Service Provider and mailed no later than ninety (90) days prior to contract end 5 Early Termination by City/Notice 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 address 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 2 sldwopsa rev 06/07 6 Design Proiect Insurance 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 attorney s 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 $ combined single limits and errors and omissions insurance in the amount of 7 Compensation In consideration of services to be performed pursuant to this Agreement the City agrees to pay Professional on a time and reimbursable direct cost basis designated in Exhibit B consisting of ( ) page(s) attached hereto and incorporated herein by this reference At the election of the City each Work Order may contain a maximum fee which shall be negotiated by the parties hereto for each such Work Order Monthly partial payments based upon the Professionals billings and itemized statements are permissible The amounts of all such partial payments shall be based upon the Professionals City -verified progress in completing the services to be performed pursuant to the Work Order and upon approval of the Professionals direct 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 8 City Representative The City will designate prior to commencement of work its protect representative who shall make within the scope of his or her authority all necessary and 3 stdwopsa rev 06/07 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 9 Proiect 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 protect 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 10 Monthly Report Commencing thirty (30) days after Notice to Proceed is given on any Work Order and every thirty days thereafter Professional is required to provide the City Representative with a written report of the status of the work with respect to the 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 request 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 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 12 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 13 Acceptance Not Waiver The Citys approval of drawings designs plans specifications reports and incidental work or materials furnished hereunder shall not in anyway relieve the Professional of responsibility for the quality or technical accuracy of the work The 4 stdwor sa rcv 06/07 City 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 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 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 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 17 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 18 Prohibition Against Emoloving Illegal Aliens This paragraph shall apply to all Contractors whose performance of work under this Agreement does not involve the delivery of a s Adwor sa rev 06/07 specific end product other than reports that are merely incidental to the performance of said work Pursuant to Section 8-17 5-101 C R S et seq Contractor represents and agrees that a As of the date of this Agreement 1 Contractor does not knowingly employ or contract with an illegal alien :TiT' 2 Contractor has participated or attempted to participate in the basic pilot employment verification program created in Public Law 208 104th Congress as amended and expanded in Public Law 156 108th Congress as amended administered by the United States Department of Homeland Security (the Basic Pilot Program ) in order to confirm the employment eligibility of all newly hired employees b Contractor shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement c Contractor shall continue to apply to participate in the Basic Pilot Program and shall in writing verify same every three (3) calendar months thereafter until Contractor is accepted or the public contract for services has been completed whichever is earlier The requirements of this section shall not be required or effective if the Basic Pilot Program is discontinued d Contractor is prohibited from using Basic Pilot Program procedures to undertake pre -employment screening of job applicants while this Agreement is being performed e If Contractor obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien Contractor shall 6 stdwopsa rev 06/07 I Notify such subcontractor and the City within three days that Contractor has actual knowledge that the subcontractor is employing or contracting with an illegal alien and 2 Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien except that Contractor shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien f Contractor shall comply with any reasonable request by the Colorado Department of Labor and Employment (the Department ) made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8 17 5-102 (5) C R S g If Contractor violates any provision of this Agreement pertaining to the duties imposed by Subsection 8 17 5-102 C R S the City may terminate this Agreement If this Agreement is so terminated Contractor shall be liable for actual and consequential damages to the City arising out of Contractors violation of Subsection 8-17 5-102 CRS h The City will notify the Office of the Secretary of State if Contractor violates this provision of this Agreement and the City terminates the Agreement for such breach 19 Special Provisions Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit C consisting of ( ) page(s) attached hereto and incorporated herein by this reference stdwopsa rev 06/07 THE CITY OF FORT COLLINS COLORADO M James B O Neill II CPPO FNIGP Director of Purchasing & Risk Management Date ATTEST City Clerk APPROVED AS TO FORM Assistant City Attorney [Insert Professionals name] or [Insert Partnership Name] or [Insert individuals name] Doing business as [insert name of business] Title CORPORATE PRESIDENT OR VICE PRESIDENT Date ATTEST Corporate Secretary (Corporate Seal) sldwopsa rev 06/07 EXHIBIT A WORK ORDER FORM PURSUANT TO AN AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND DATED Work Order Number Purchase Order Number Protect Title Commencement Date Completion Date Maximum Fee (time and reimbursable direct costs) Protect Description Scope of Services Acceptance 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 Professional M Date User The attached forms consisting of _ (_) pages are hereby accepted and incorporated herein by this reference and Notice to Proceed is hereby given City of Fort Collins Z James B O Neill II CPPO FNIGP Director of Purchasing and Risk Management (over $30 000 00) Date stdwopsa rev 06/07 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 ONedl II CPPO FNIGP Director of Purchasing & Risk Management REQUEST FOR PROPOSAL P1107 GEOTECHNICAL TESTING SERVICE SCOPE OF SERVICES Engineering has the following street protects which may require geotechnical services over the next two years North College Improvement Project Horsetooth Road and Ziegler Road roundabout West Harmony Road Improvements Ziegler Road Drake to Horsetooth and Minor Bridge Maintenance Program In addition the Engineering Construction Inspectors may need geotechnical services and or inspection services to help them resolve problems with private developments Engineering also manages the annual street maintenance program The 2008 and 2009 programs will involve over 8 million dollars of street work each year The following is a brief description of the services estimated we will need in the Engineering Department The City spent approximately $135 000 in 2007 for services The 2007 Street Maintenance project included a total of over 70 000 tons of asphalt placed and over 20 000 lineal feet of concrete curb gutter and walk constructed We expect similar quantities in the 2008 protect The testing frequency will be as specified in the Larimer County Urban Area Street Standards Some of the tests required for the Street Maintenance Project are asphalt extraction and gradation sampling aggregate at the asphalt plant and running a gradation and physical property and strength tests on concrete There will be construction projects on The Horsetooth Road and Ziegler Road roundabout West Harmony Road Improvements North College Avenue Improvements Some of the services required for these protects are Pavement Designs asphalt extraction and gradation sampling aggregate at the asphalt plant and burrow sources and running a gradation and physical property and strength tests on concrete and soils tests such as proctors and nuclear field density tests The testing frequency will also be comparable to that of the Lanmer County Urban Area Street Standards The City of Fort Collins Utilities will also be using this contract for construction protects as well as in-house work Other City Departments will also use this contract These protects will require a variety of tests The purpose of the nuclear asphalt content test is to provide us with a rapid turnaround of asphalt contents throughout the construction season We would expect a gauge to be available throughout the construction season We anticipate the need for approximately 100 nuclear asphalt content tests during the 2008 construction season Due to the anticipated change in oil and aggregate throughout the protect a price for a mix calibration for the asphalt content gauge is included in this contract The above mentioned tests will be required on short notice (four to six hours) for Concrete and Asphalt tests and (Two to four hours) for soils tests and often response time may be within one to two hours A field copy of the physical property concrete tests will need to be left on site with the City representative at the time of the test A prompt verbal (phone) notice on all noncompliance tests will be required immediately after tests are completed All tests will be followed up with electronic and a hard copy of test results including a comparison to the specifications for that particular protect indicating any test results that are out of specification As directed by the Protect Manager and on continues protects out of specification tests shall be 3 tracked until a passing test is achieved and documented as an actable retest The hard copies shall be submitted within 48 hours We expect all costs such as mileage labor equipment typing reviewing and report writing to be included in all prices submitted The normal construction hours for the City of Fort Collins are from 7 00 am to 6 00 pm Monday thru Saturday The cost of performing tests during the normal work hours should be included in the unit price for each test If there will be an overtime charge for work outside of these hours that charge must be addressed in your proposal The City will give the consultant 24 hours notice for weekend testing The following is a list of time allowed for some of the more frequently used testing services Please address in your proposal how and when standby time is charged by your firm Time allowed for field test without standby time being charged Concrete Physical Property Tests 1 Hour per test Nuclear Asphalt Densities 15 Minutes per test Nuclear Soils Densities 15 Minutes per test Asphalt Content Sample 30 Minutes per test All field technicians shall meet the Larimer County Urban Area Street Standards for certification All personnel shall be qualified to perform the assigned tasks or they shall be replaced with qualified personnel at the request of the City TERMS AND CONDITIONS The payment for services as described under the Scope of Services shall be based on unit prices and reimbursement rates for completed services The Consultant shall include in their proposal a detailed list of unit costs and reimbursement rates for the services requested The Professional Services Agreement shall commence April 1 2008 and continue in full force and effect for one year In addition 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 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 The Contract may and will be used by other City Departments This is a work order contract and prior to work being performed a work order must be generated and signed by the Consultant and the City Representative Use of Subcontractors The Consultant shall indicate in their proposal any work intended to be performed by subcontractors or persons outside of the firm The Consultant shall name the subcontractors if known at the time the proposal is submitted If the names of subcontractors are not presented in the proposal the City reserves the right of approval or refection El REVIEW AND ASSESSMENT The City s Capital Project Management Control System Manual prescribes the consultant selection criteria and method Professional firms will be evaluated on the following criteria These criteria will be the basis for review of the written proposals The rating scale shall be from 1 to 5 with 1 a poor rating 3 an average rating and 5 an outstanding rating Weighting Qualifications Standard Factor 20 Scope of Does the proposal show an understanding of the protect Proposal objectives methodology and requirements? Has the firm demonstrated innovative professional approaches to problem -solving? 20 Assigned Do the persons who will work on the contract have the Personnel necessary skills? Are sufficient people of the requisite skills assigned to the contract? 1 0 Availability Can the work be completed in the time frame required? Can targeted start- and completion dates be met? Can qualified staff be made available as needed? Does the senior staff have adequate time available? What is the ratio of senior staff to junior staff? 1 0 Motivation Is the firm interested in the work? Are they committed to successful performance and completion of the contract? 20 Costs Is the company cost -competitive and cost-effective? Are they capable of controlling their costs and meeting on -time performance? 20 Capability of the Does the firm have the technical experience quality assurance Firm and quality control procedures and staff to perform the contract? Can the firm provide special expertise additional staff or specialized subconsultants for this contract? Has the firm previously performed the type and full range of services required? Reference evaluation (Top Ranked Firm) The protect 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 protect? 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 protect budget? Job Knowledge a) If a study did it meet the Scope of work? b) If Professional administered a construction contract was the protect functional upon completion and did it operate properly? Were problems corrected quickly and effectively? M BID SCHEDULE ITEM DESCRIPTION NO Unit SOILS 101 Atterberg Limits Classification Liquid Limit Plastic Limit Plasticity Index Ea Test 102 Hveem Stabilometer - R Value Ea 103 Proctor - Standard Ea 104 Proctor - Modified Ea 105 Proctor - One Point Check Ea 106 PH Determination Ea 107 Nuclear Field Density Test 3 or More Tests Per Trip Ea Test 108 Nuclear Field Density Test Less Then 3 Tests Per Trip Ea Test 109 Sieve Analysis (Plus #4 Material) Ea Test 110 Sieve Analysis (Plus #4 Material) Ea Test 111 Sieve Analysis - (#4 to minus 200 Material) Ea Test 112 Organic Content for Top Soil Ea Test 113 Hydrometer Analysis Ea Test CONCRETE Concrete Cylinders (Including sampling in Field Slump Unit 201 Weight Yield Air Content Temperature Casting Curing Testing and Reporting) Set of 4 202 Additional Cylinder Per Cylinder 203 Compression Test (Cap Cure and Break FOB Lab) Ea Test 204 Concrete Beams (Including Sampling Set of 3 205 Additional Beam Per Beam 206 Sand Equivalent (CP 30) Ea Test ASPHALT 301 Sieve Analysis - (Plus #4 Material) Ea Test 302 Sieve Analysis - (Minus #4 Material) Ea Test 303 Specific Gravity and Absorption (Plus #4 Material) Ea Test 304 Specific Gravity and Absorption(Minus #4 Material) Ea Test 305 L A Abrasion Test Ea Test 306 Fractured Face Determination Ea Test 307 Flat and Elongated Particles Ea Test 308 Specific Gravity Maximum Theoretical for Air Voids (Rice) Ea Test 309 Lottman (TSR) Test Ea Test 310 Mix Design Bulk Unit Weight and Hveem Stability Verification Ea Test 311 Sand Equivalent Ea Test 312 Determination of Bitumen Content by Extraction Gradation Analysis Ea Sample of Extracted Aggregate (To be sampled by Consultant) 313 Determination of Bitumen Content by Extraction (To be Sampled Ea Sample by Consultant) 7 42 41 PRICE 314 Determination of Bitumen Content by Nuclear Gauge (To be Sampled by Consultant) 315 Calibrate Nuclear Gauge(For a New Asphalt Mix) Calibration 316 Nuclear Field Density Tests (3 or More Tests per Trip) 317 Nuclear Field Density Tests (Less Than 3 Tests per Trip) 318 Asphalt Plant Inspection 319 Core Field Samples HOURLY RATES 401 Principal Engineer and/or Geologist 402 Geotechnical Engineer/ Department Manager 403 Senior Field Technician 404 Field Technician Ea Sample $ Ea $ Ea Test $ Ea Test $ Per Hour $ Per Hour $ Per Inch $ Per Hour $ Per Hour $ Per Hour $ Per Hour $ NOTE All prices shall include labor mileage testing sampling reviewing typing and report writing as needed for each service The above listed items indicate the most frequently used tests Please submit any other testing services (include pricing) that your Company provides Signed Company Address Pri Check One _ Individual Doing Business in Company Name _ Partnership Corporation N PROFESSIONAL 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 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 any protect Work Orders for issued by the City A blank sample of a work order is attached hereto as Exhibit A consisting of ( ) pages and is incorporated herein by this reference The City reserves the right to independently bid any protect rather than issuing a Work Order to the Professional for the same pursuant to this Agreement 2 The Work Schedule The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule stated on each Work Order 3 Time of Commencement and Completion of Services The services to be performed pursuant to this Agreement shall be initiated as specified on each Work Order Time is of the essence Any extensions of any time limit must be agreed upon in writing by the parties hereto 4 Contract Period [Option 1] This Agreement shall commence 200 and shall continue in full force and effect until 200 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 1 Adwopca rev 06/07