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HomeMy WebLinkAboutRFP - P1118 EXHIBITION PLANNING AND DESIGN SERVICES AT THE MUSEUM DISCOVERY CENTERADDENDUM No. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of RFP: P1118 Exhibition Planning and design Services at the Museum/ Discovery Center OPENING DATE: 3:00 P.M. (Our Clock) April 8, 2008 To all prospective bidders under the specifications and contract documents described above, the following changes are hereby made. CHANGE: Paragraph II. BACKGROUND INFORMATION to include the following: Projected costs for the construction of the Museum/Discovery Center are $12,600,000; with approximately 15,000-20,000 square feet dedicated to exhibit space. The projected overall budget for the exhibits is $6,400,000. Please contact John D. Stephen, CPPO, CPPB, Senior Buyer at (970) 221-6777 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED, where renewal is a way of life; VII. REFERENCE EVALUATION (Top Ranked Firms) The Project Manger will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Inadequate. QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required by this contract? Timetable Were Scopes of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Professionals responsive to client needs; did the Professional anticipate problems? Were problems solved quickly and effectively? Budget Were the Scopes of Work completed within project budgets? 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? c) Was the professional able to foresee difficulties in the project and plan appropriately? -01 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 WITNESSETH: 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 ( ) pages, 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 ( ) pages, and incorporated herein by this reference. 3. 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 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. . Written notice of renewal shall be provided to the Service Provider and mailed no later than ninety (90) days prior to contract end. 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 WOPSA 05/01 1 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: With Copy to: City of Fort Collins, Purchasing PO Box 580 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, Proiect 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 WOPSA 05/01 2 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. [Optional] Insert Subcontractor ClauseFinal 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. WOPSA 05/01 3 8. Project Drawings. [Optional]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 WOPSA 05/01 4 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. 17. Prohibition Against Employing Illegal Aliens. This paragraph shall apply to all Contractors whose performance of work under this Agreement does not involve the delivery of a 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: WOPSA 05/01 5 a. As of the date of this Agreement: and 1. Contractor does not knowingly employ or contract with an illegal alien; 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: WOPSA 05/01 6 1. 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 Contractor's violation of Subsection 8-17.5-102, C.R.S. 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. 18. 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 ( ) pages, attached hereto and incorporated herein by this reference. WOPSA 05/01 7 THE CITY OF FORT COLLINS, COLORADO By: James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management ATTEST: City Clerk APPROVED AS TO FORM: Assistant City Attorney [Insert Professional's name] or [Insert Partnership Name] or [Insert individual's name] or Doing business as [insert name of business] 0 Title: CORPORATE PRESIDENT OR VICE PRES Date: ATTEST: Corporate Secretary (Corporate Sea]) WOPSA 05/01 EXHIBIT B INSURANCE REQUIREMENTS 1. The Service Provider will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Service Provider shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement: "The insurance evidenced by this Certificate will not be cancelled or materially altered, except after ten (10) days written notice has been received by the City of Fort Collins." In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Service Provider, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Service Provider under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Service Provider's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. 2. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain during the life of this Agreement for all of the Service Provider's employees engaged in work performed under this agreement: Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Service Provider shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $500,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Service Provider shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. WOPSA 05/01 City of Fort Collins Request for Proposal No. P1118 For Exhibition Planning & Design Services: Museum/Discovery Center PURCHASING DIVISION 215 NORTH MASON STREET, 2ND FLOOR, FORT COLLINS PROPOSAL DATE: April 8, 2008, 3:00 p.m. (our clock) TABLE OF CONTENTS Request for Proposal Page 3 I. General Information Page 4 II. Background Information Page 4 III. Scope of Work Page 5 IV. Submittal Page 6 V. Schedule Page 7 VI. Review and Assessment Page 7 VII. Reference Evaluation Page 8 Professional Services Agreement Pages 1-9 h Financial Services Purchasing Division ® 215 N. Mason St. 2"d Floor Collins PO Box 580 Fort Collins, CO 80522 urchasing 970.221.6775 970.221.6707 fcgov.com/purchasing REQUEST FOR PROPOSAL PROPOSAL NO. P1118 Exhibition Planning and Design Services: Museum/Discovery Center The City of Fort Collins is requesting proposals from firms for planning and design services related to exhibitions that will become an integral part of the future Museum/Discovery Center. Written proposals, five (5) will be received at the City of Fort Collins' Purchasing Division, 215 N Mason, Fort Collins, Colorado 80522. Proposals will be received before 3:00 p.m. (our clock), April 8, 2008. Proposal No. P1118. Questions concerning the scope of the project should be directed to the Project Manager, Ron Kechter, P.E., (970) 221-6805. Questions regarding proposals submittal or process should be directed to John 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, ALty fcgov.com/eprocurement 2. Come by Purchasing at 215 North Mason St., 2nd 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 their dependent or person residing in and sharing the expenses of their household, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies, or services. This rule also applies to subcontracts with the City. This shall not apply to members of any authority, board, committee or commission of the City, other than the members of the City Council. Soliciting or accepting any gift, gratuity favor, entertainment, kick -back 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. Any vendor knowing of this type of activity is encouraged to report in confidence to the Director of Purchasing and Risk Management, Director of Finance, City Attorney or City Manager so the matter can be dealt with. 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 II, CPPO, FNIGP -Director of Purchasing & Risk Management rd PROPOSAL NO. P1118 Exhibition Planning and Design Services: Museum/Discovery Center GENERAL INFORMATION The Museum/Discovery Center intends to select a firm for planning and design services related to exhibitions that will become an integral part of the future Museum/Discovery Center, as included in a Professional Services Agreement. In the event it becomes necessary to revise any part of the "Request for Proposal" a written addendum will be issued. Each Proposal shall state it is valid for a period of not less than ninety (90) days from date of bid opening. Further, the City retains the right to reject all proposals and re -solicit, if deemed to be in the best interest of the Museum/Discovery Center, The Museum/Discovery Center works through the City of Fort Collins Operations Services Project Management, Planning and Design, which has Auto-CAD-2004, 2007 & 2008. Therefore, the hired firms must have the capability of providing us appropriate drawings on disks which can be read by AutoCAD. For space management, the City uses "FM:Space-Mgt." software by FM:Systems. Construction documents should be prepared using the CSI format and the City of Fort Collins modified EJCDC General Conditions and City standard contract documents. These documents will be provided by the City of Fort Collins. II. BACKGROUND INFORMATION Fort Collins is a vibrant City with strong community support for cultural amenities. Fort Collins has over 30 non-profit performing arts groups, four performance theaters, over 400 visual artists living and working here, the Fort Collins Museum of Contemporary Art, Center for Fine Art Photography, the Fort Collins Museum and Discovery Science Center to name a few. In 2005, the City of Fort Collins Museum and the Discovery Science Center, a private 501 (c) 3, joined efforts and put together an agreement to build a new Museum/Discovery Center. November 1, 2005, the citizens approved the renewal of a sales tax dedicated to capital projects. The tax will fund a variety of projects and includes $6,000,000.00 towards the building of a new Museum. As part of this initiative, the Discovery Science Center agreed to contribute $2,500,000.00 towards capital and $1,100,000.000 for hands-on science based exhibits. In addition to hands-on science based exhibits, the new Museum/Discovery Center will have exhibits that will combine culture/history and science/technology, and other exhibits that focus on culture. The overall budget for these exhibits is yet to be determined, but is expected to fall in the range of $1,500,000.00 to 2,000,000.00. To date, the partners have raised $10,600,000.00 for the project. In February 2008, the City Council approved a public/private Partnership Agreement merging the Fort Collins Museum and Discovery Science Center. This public/private partnership joins the efforts of these two cornerstone institutions to create an exceptional and unique experience for the community and the region, while stabilizing and sustaining both organizations in Fort Collins. Discovery Science Center, a grassroots organization operating since 1989, brings to the partnership: strong community ties; excellent programming as the only hands-on science center in Colorado; a history of growing and sustaining its organization; drawing attendance from beyond Fort Collins' borders. Fort Collins Museum brings to the partnership: over 65 years of serving as the community's memory keeper; preserving the material culture and artifacts of our community as the only artifact collecting institution in Fort Collins; telling stories through artifacts and educational programming. Since the tax renewal was approved by the voters, the parties have participated in extensive discussion and other activities focused on planning, developing and establishing the Institution, and have adopted the following guiding principle: To deliver an exceptional visitor experience, maintaining both short and long term sustainability, based on today's known facts, while fulfilling our respective institutional missions. Through this promise, the two organizations have developed an extensive Operating Agreement with the assistance of the City Attorney's Office and Discovery Science Center legal counsel. In effect, the two organizations will act as one- both taking on the mission of science, history and culture. Both the Fort Collins Museum and Discovery Science Center will work in tandem to provide the unique experience of culture and science, unlike any other. The building will be jointly owned and operated and the financial burden shouldered by both organizations. Ill. SCOPE OF WORK The scope of work will result in an exhibition plan that covers a broad spectrum of experiences, from hands-on science and culture to collections based exhibit. The scope of work will include five major components: exhibition master plan; concept design; design development; final design; fabrication and installation strategies. The Exhibition Design Firm will work closely with Fort Collins Museum and Discovery Science Center staff in all areas of concept and design of the exhibitions. The following is an example of what might be included in the project scope but is certainly not limited to only these tasks. The proposals submittals should reflect a full scope of tasks of a project of this size and nature. Exhibition Master Plan (to include but not limited to) • Conduct a series of workshops with Museums teams and stakeholders • The development of an Interpretive Plan outline • The creation of initial concept renderings 2. Concept Design (to include but not limited to) • Thematic outline of major exhibition areas • Bubble diagrams and thematic area floorplans • Environmental, Immersion Approaches • Interactive and Multimedia concepts • Architectural and infrastructure requirements • Renderings, sketches and/or models • Preliminary Budget and schedule for exhibition implementation 3. Design Development (to include but not limited to) • Exhibit script development including artifact list and image research • Exhibit floorplans, elevations, design of structures, spatial design • Interactive development, multimedia treatments and Media outlines • Sample graphics • Lighting and acoustic design • Prototype testing and evaluation • Budget and schedule implementation 4. Final Design • Final exhibit script • Final floorplans, design control drawings for interactives, 3D and spatial elements • Final graphics package • Final technology specifications, lighting and acoustic design • Final materials and finish selections • Final budget and implementation schedule 5. Fabrication Strategies • Identify fabricator and clarify bid process IV. SUBMITTAL Qualified Proposers interested in the work described in this Request for Proposal should submit a minimum of the following information: A. Qualifications of: 1. Your firm to complete the tasks outlined. 2. Members of your staff and consultants proposed to perform work on this project. B. Your approach to the planning and design for the exhibits. C. Provide cost break down of hourly rates for all personnel and consultants. The design and bidding portions of work will be done on a fixed fee basis and services during construction will be hourly with a not -to -exceed cost. 7 D. References from at least three projects that have been completed during the past three years performed by the staff listed in A.2. Firms should make particular note of their previous experience with exhibit planning and design. V. SCHEDULE The schedule for this Request for Proposal is: • Proposals due to City of Fort Collins Purchasing - April 8, 2008 • Interview of the three highest ranked firms -Week of April 28, 2008 VI. REVIEW AND ASSESSMENT Professional firms will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals, as well as for the oral interviews of the top ranked firms. 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 factors for the criteria are listed adiacent to the qualification. WEIGHTING QUALIFICATION STANDARD FACTOR 2.0 Scope of Does the proposal show an understanding of the Proposal contract objectives and the disciplines to be included? 2.0 Assigned Do the personnel who will be working under this Personnel contract have the necessary skills and experience to produce quality work? 1.0 Availability Upon receipt of a work order can the required work start quickly? Can reasonable target dates be met? Are other qualified personnel available to assist in meeting project schedules if required? Are contract personnel available to quickly address project issues? 2.0 Motivation What degree of interest is shown? Does the firm state they will do the work within the required time frames? 2.0 Cost Do the proposed consultant costs compare favorably with their experience? Are they reasonable? 2.0 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm held previous contracts of this type? 0