HomeMy WebLinkAboutRFP - P1153 INDEPENDENT COST ESTIMATINGCityof
Financial Services
Purchasing Division
215 N. Mason St. 2n° Floor
F6rt
Collins
PO Box 580
Fort Collins, CO 80522
970.221.6775
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97U21.6707
fcgov.com/purchasing
REQUEST FOR PROPOSAL
P1153 Independent Cost Estimating
The City of Fort Collins is seeking proposals from qualified firms for Consulting
Engineering Services for Independent Cost Estimating Services for the City of Fort
Collins Utilities.
Written proposals, eight (8) 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), October 29, 2008. Proposal No. P1153. 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.
Questions concerning the scope of the project should be directed to Project Manager
Jay Rose (970) 221-6235.
Questions regarding proposals submittal or process should be directed to Opal F. Dick,
CPPO, Senior Buyer (970) 221-6778.
A copy of the Proposal may be obtained as follows:
Download the Proposal/Bid from the BuySpeed Webpage,
www.fcgov.com/eprocurement
Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and
request a copy of the Bid.
Public Information Laws: 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.
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.
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 Professional 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:
Professional: City With copy to
In the event of any such early termination by the City, the Professional shall be paid for services
rendered prior to the date of termination subject only to the satisfactory performance of the
Professional's obligations under this Agreement. Such payment shall be the Professional's sole
right and remedy for such termination.
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 attorneys fees arising directly or indirectly out of the Professional's
negligent performance of any of the services furnished under this Agreement. The Professional
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shall maintain commercial general liability insurance in the amount of $500,000 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 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 to the Work Order and upon
approval of the Professional's 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
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.
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 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.
Utility PSA WO rev07/08
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 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.
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
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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. Bindinq 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 Employing Illegal Aliens. Pursuant to Section 8-17.5-101,
C.R.S., et. seq., Professional represents and agrees that:
a. As of the date of this Agreement:
1. Professional does not knowingly employ or contract with an illegal alien
who will perform work under this Agreement; and
2. Professional will participate in either the e-Verify 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 "e-Verify Program") or the Department Program (the
"Department Program"), an employment verification program established
pursuant to Section 8-17.5-102(5)(c) C.R.S. in order to confirm the employment
eligibility of all newly hired employees to perform work under this Agreement.
b. Professional shall not knowingly employ or contract with an illegal alien to
perform work under this Agreement or knowingly enter into a contract with a
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subcontractor that knowingly employs or contracts with an illegal alien to perform work
under this Agreement.
G. Professional is prohibited from using the e-Verify Program or Department
Program procedures to undertake pre -employment screening of job applicants while this
Agreement is being performed.
d. If Professional obtains actual knowledge that a subcontractor performing work
under this Agreement knowingly employs or contracts with an illegal alien, Professional
shall:
1. Notify such subcontractor and the City within three days that Professional
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 Professional
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.
e. Professional 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.
f. If Professional 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, Professional shall be liable for actual and consequential
damages to the City arising out of Professional's violation of Subsection 8-17.5-102,
C.R.S.
g. The City will notify the Office of the Secretary of State if Professional 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.
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THE CITY OF FORT COLLINS, COLORADO
By:
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
Date:
[Insert Professional's name] or
[Insert Partnership Name] or
[Insert individual's name]
Doing business as [insert name of business]
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
M
Title:
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
ATTEST:
Corporate Secretary
(Corporate Seal)
Utility PSA WO rev07/08
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 costs):
Project Description:
Scope of Services:
Professional agrees to perform the services
Professional:
identified above and on the attached forms in
accordance with the terms and conditions
By:
contained herein and in the Professional
Services Agreement between the parties. In the
Date:
event of a conflict between or ambiguity in the
terms of the Professional Services Agreement
and this work order (including the attached
City of Fort Collins
forms) the Professional Services Agreement
shall control.
Submitted By:
Project Manager
The attached forms consisting of Exhibits _, _
Date:
consisting of _ (_) pages are hereby accepted
and incorporated herein, by this reference, and
Reviewed by:
Notice to Proceed is hereby given.
Senior Utility Engineer
Date:
Approved by:
Utilities General Manager
Date:
cc: Purchasing
Approved by:
Director of Purchasing & Risk
Management
(if over $60,000.)
Date:
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
Request for Proposals
For
Consulting Engineering Services,
Independent Cost Estimating Services
For
The City of Fort Collins Utilities
RFP # P1153
Opening Date: OCTOBER 29, 2008
3:OOPM (Our Clock)
I
Request for Proposals
For
Consulting Engineering Services
Independent Cost Estimating Services
For
The City of Fort Collins Utilities
RFP # P1153
1. Purpose
The City of Fort Collins is soliciting proposals from qualified consultants for independent
cost estimating services for capital improvement projects. These estimating services will
be related to water, wastewater, and /or stormwater capital improvements. These future
projects will be managed by The City of Fort Collins Utilities and may involve a
cooperative effort between other City Departments. The City intends to award a qualified
consultant an annual contract from this RFP. At the City's option, this contract may be
annually renewed for up to four (4) additional years.
II. Scope of Services
A. General Description — Independent Cost Estimating Services
The intent of the City of Fort Collins Utilities is to award a contract to a qualified
consultant specifically for the purpose of estimating capital improvement projects for
direct comparison to a contractor's estimate prior to approval of a construction contract.
The independent cost estimate is to be utilized as a tool to assure the City of Fort Collins
Utilities that the negotiated project is being built for a fair and reasonable price.
The estimating services for the Utilities Department will be more specifically related to:
• Pipelines — large diameter (24"and larger) water, wastewater, stormwater, and
related facilities.
• Treatment Facilities — treated water and water reclamation.
• Earthwork — drainage channels, embankments, detention ponds, earthmoving
Qualities of particular interest to the City of Fort Collins are consultants with knowledge
of local construction conditions, high level of accessibility/availability, proven expertise
in infrastructure estimating, and the ability to complete projects in a timely manner.
B. Project Specifies
An independent cost estimate will be necessary for any capital improvement project
which utilizes the City of Fort Collins' "Alternative Product Delivery" process and
exceeds $300,000 (construction cost). The need for an independent cost estimate is the
responsibility of the Project Manager based on the Purchasing Department guidelines.
If a project requires an independent cost estimate, the Project Manager will provide all
pertinent information required to accurately estimate the subject project. This
information may include, but is not limited to, the following: contract drawings,
quantities, equipment and material specifications, quality requirements, and special
conditions. This information may not be in a 100% complete final design format, but
will be the most recent information available and will be equivalent to the information the
contractor uses for final negotiation purposes.
At the discretion of the Project Manager, the selected cost estimating consultant may be
invited to attend several design progress meetings. This process is intended to aid the
independent cost estimator/staff in better understanding more complex construction
projects.
The Project Manager and Engineer will complete a comprehensive review of cost
estimates from both the contractor and independent cost estimator. It will generally be
necessary for the independent cost estimator/staff to spend some time explaining details
of the submitted cost estimate to the Project Manager and Engineer. This exchange of
information may be either through phone conversation or in person, which ever is
deemed more efficient by the Project Manager. Any single line item discrepancies
exceeding 10% shall be thoroughly researched and documented. If such items can not be
clarified or items are deemed not comparable, it may be necessary to hold a detailed
meeting involving all parties to discuss assumptions, equipment, crews, special
conditions, etc. Comparison of the cost estimates will continue until all items are
understood and agreed upon by Project Manager and Engineer.
This will generally complete the necessary services provided by an independent cost
estimating consultant. Extraordinary circumstances may necessitate further services from
the cost estimating consultant. This may include attendance to additional meetings or
field estimate reviews.
The independent cost estimates will be done on an hourly cost -not -to -exceed basis. A
cost -not -to -exceed contract will be negotiated prior to all estimating services. Any
changes in scope to the original contract will be treated as a negotiated change order to
the contract.
C. Project Schedule
The project schedule for cost estimating services will be determined as applicable capital
improvement projects become available. Schedules for completing specific estimating
services will be determined at the time a project contract is negotiated.
III. Instructions to Consultants
A. Submittal Requirements
Qualified consultants interested in performing the work described in this request for
proposals should submit the following information to the City.
I. Qualifications of your firm and staff proposed to perform the work on these projects.
This should include resumes of staff and any recommendation/commendation letters
received for past projects.
2. A list of similar projects completed in the last five years.
3. References from at least three other projects with similar requirements that have been
completed within the past five years and that have involved the same staff proposed
5
to work on this project. As part of the reference check process, the City may choose
to visit one or more of the listed projects and/or request a copy of the plans and
documentation completed.
4. One copy, per each proposal submitted, of a previously completed cost estimate
should be included in each submittal package (8 total). Please be sure the submittal
is of a water, wastewater, or stormwater utility construction nature, has been prepared
by a member of the proposed team, and has been completed within the past five
years.
5. Detail any experience your proposed team has with the design/build process (working
with a selected contractor through the design and construction phases of a project) or
other innovative construction processes.
6. Limit the total length of your proposal to a maximum of 25 pages (excluding covers
and dividers). The Director of Purchasing and Risk Management may reject
proposals received that are longer than 25 pages in length.
7. Submit a total of eight 8 copies of your proposal. Please include one 1 copy with
each proposal of a previously completed cost estimate as instructed above in item #4.
8. Proposals must be received no later than 3:00 pm (our clock) October 29 2008
to:
If mailed, the address is: P.O. Box 580
Fort Collins, 80522-0580
If delivered, the address is: 215 North Mason Street, 2nd Floor,
Fort Collins, Colorado 80524
B. Contacts
Questions related to procedures should be directed to:
Opal Dick, CPPO — Senior Buyer
City of Fort Collins Utilities
700 Wood Street
P.O. Box 580
Fort Collins, CO 80522
(970)221-6778
Questions related to the scope of work should be directed to:
MAIN CONTACT:
Jay Rose — Project Manager
City of Fort Collins Utilities
700 Wood Street
P.O. Box 580
Fort Collins, CO 80522
(970)224-6106
jmrose@fcgov.com
Owen Randall, P.G.- Sr Utility Engineer
City of Fort Collins Utilities
700 Wood Street
P.O. Box 580
Fort Collins, CO 80522
(970)221-6809
IV. Selection Criteria and Method
The City of Fort Collins' Capital Project Management Control System Manual prescribes the
consultant selection criteria and method. This document is available for review at:
htf�//city_docsacgov.com/?vid-10&cmd_scgrch&scopedoctype&dt, _COIZRL'SPUNDI. NCE&q
=CAPITAL+PROJECTS
REVIEW AND ASSESSMENT
Professional firms will be evaluated on the following criteria. These criteria will be the basis for review
of the written proposals and interview session (if the City should determine an interview process is
required).
The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an
outstanding rating.
WEIGHTING
QUALIFICATION
STANDARD
FACTOR
2.0
Scope of Proposal
Does the proposal show an understanding of the project
objective, methodology to be used and results that are
desired from the project?
2.0
Assigned Personnel
Do the persons who will be working on the project have
the necessary skills? Are sufficient people of the
requisite skills assigned to the project?
1.0
Availability
Can the work be completed in the necessary time? Can
the target start and completion dates be met? Are other
qualified _personnel available to assist in meeting the
project schedule if required? Is the project team
available to attend meetings as required by the Scope of
Work?
1.0
Motivation
Is the firm interested and are they capable of doing the
work in the required time frame?
2.0
Cost and
Do the proposed cost and work hours compare favorably
Work Hours
with the project Manager's estimate? Are the work
hours presented reasonable for the effort required in
each project task or phase?
Reference evaluation (Top Ranked Firm)
The project Manager will check references using the following criteria. The evaluation rankings will be
labeled Satisfactory/Unsatisfactory.
QUALIFICATION
STANDARD
Overall Performance
Would you hire this Professional again? Did
they show the skills required by this project?
Timetable
Was the original Scope of Work completed
within the specified time? Were interim
deadlines met in a timely manner?
Completeness
Was the Professional responsive to client
needs; did the Professional anticipate
problems? Were problems solved quickly and
effectively?
Budget
Was the original Scope of Work completed
within the project budget?
Job Knowledge
a) If a study, did it meet the Scope of Work?
b) If Professional administered a
construction contract, was the project
functional upon completion and did it
operate properly? Were problems
corrected quickly and effectively?
V. Award
At the option of the City, more than one consultant may be chosen to provide described services.
VI. Terms and Conditions
The payment for services, as described under the Scope of Services, shall be based upon hourly rates as
outlined in the submitted cost schedule/estimate. The submitted cost estimate shall establish a "not to
exceed" amount for the contract. Any changes in scope to the original contract will be treated as a
negotiated change order to the contract.
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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 , [insert either a corporation, a partnership or an individual,
doing business as , 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 project Work Orders for RFP issued by the City. A blank sample of a work order is
attached hereto as Exhibit "A", consisting of one (1) page and is incorporated herein by this
reference. The City reserves the right to independently bid any project 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. 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
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