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HomeMy WebLinkAboutRFP - 7011 ELECTRICAL ENGINEERING SERVICES FOR FORT COLLINS UTILITIESCity of Fort Collins �rcasing REQUEST FOR PROPOSAL ELECTRICAL ENGINEERING SERVICES FOR CITY OF FORT COLLINS FORT COLLINS UTILITIES PROPOSAL 7011 Purchasing Division 215 North Mason, 2"d Floor Opening Date: MARCH 26, 2009 3:00 P.M. (our clock) rev 01/08 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 If a study, did it meet the Scope of Work? If a Professional administered a construction contract, was the project functional upon completion and did it operate properly? Were problems corrected quickly and effectively? stdwopsa rev 07/08 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 project 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 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. [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 8 stdwopsa rev 07/08 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, Project 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 9 stdwopsa rev 07/08 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. 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. 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, 10 stdwopsa rev 07/08 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 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 11 stdwopsa rev 07/08 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 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 subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement. C. 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. 12 stdwopsa rev 07/08 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. 13 stdwopsa rev 07/08 THE CITY OF FORT COLLINS, COLORADO By: James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management Date: ATTEST: City Clerk APPROVED AS TO FORM: Assistant City Attorney [Insert Professional's name] or [Insert Partnership Name] or [Insert individual's name] Doing business as [insert name of business] in Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: ATTEST: Corporate Secretary 14 (Corporate Seal) stdwopsa rev 07/08 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 identified above and on the attached forms in accordance with the terms and conditions contained herein and in the Professional Services Agreement between the parties. In the event of a conflict between or ambiguity in the terms of the Professional Services Agreement and this work order (including the attached forms) the Professional Services Agreement shall control. The attached forms consisting of _ (_) pages are hereby accepted and incorporated herein, by this reference, and Notice to Proceed is hereby given. 15 stdwopsa rev 07/08 User Acceptance Professional By: Date: City of Fort Collins By: James B. O'Neill II, CPPO, FNIGP Director of Purchasing and Risk Management (over $60,000.00) Date: Financial Services City 01 Purchasing Division 215 N. Mason St. 2" Floor Fort Collins Fo Box 5 Fort Collins,s CO 80522 970.221.6775 Purchasing 970.221.6707 ftgov.com/Pi(rchasiiig REQUEST FOR PROPOSAL FOR ELECTRICAL ENGINEERING SERVICES FOR FORT COLLINS UTILITIES The City of Fort Collins is seeking proposals from experienced Consultants to perform system analysis of the Fort Collins Utility (FCU) distribution system and to provide standards for interconnecting distributed generators. The City of Fort Collins is currently participating in a Grant from the Department of Energy that will model the use of different type of distributed generation on the Utility's distribution system. The purpose of the contract is to provide technical support and analysis on the impacts that the installation of DG will have on the system. The selected consultant may be retained by the City of Fort Collins Utilities annually for up to five years to provide services for like or similar work on projects as they are required. Written proposals, three (3) copies and the entire proposal on CD (one CD) 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), March 26, 2009 Proposal No. 7011. Electrical Engineering Services —City of Fort Collins, Fort Collins Utilities. If delivered, they are to be sent to 215 North Mason Street, 2"d 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 Steve Catanach, Light & Power Operations Manager, (970) 416-2622. Questions regarding proposals submittal or process should be directed to Opal Dick, CPPO, Senior Buyer (970) 221-6778. A copy of the Proposal may be obtained as follows: 1. Download the Proposal/Bid from the BuySpeed Webpage, www.fcqov.com/eprocurement 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. 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. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management Request For Proposal For Electrical Engineering Services For Fort Collins Utilities 1.1 REQUEST FOR PROPOSAL Proposals are requested from experienced Consultants to perform system analysis of the Fort Collins Utility (FCU) distribution system and to provide standards for interconnecting distributed generators. The City of Fort Collins is currently participating in a Grant from the Department of Energy that will model the use of different type of distributed generation on the Utility's distribution system. The purpose of the contract is to provide technical support and analysis on the impacts that the installation of DG will have on the system. 1.2 SCOPE OF WORK The scope of work for the system analysis interconnection standards shall consist of the following components: a) Determine the anticipated impact of distributed generation (DG) on selected distribution feeders in the FCU system 2. Determine the acceptable level of DG penetration before adversely affecting the existing distribution system in the following areas: a) Desensitizing system protection settings and coordination between protective devices, short circuit current contributions from DG's and their effect on and fault rating of equipment and other connected DG's on the same feeder. b) System efficiency due to voltage regulation, voltage and current imbalances, losses, power factor, and load factor due to variable generation sources. c) Power quality including, harmonic distortion, flicker, do injection and power factor. d) Unintentional islanding and the negative effects of different customers DG with respect to each other including ferroresonance. 3. Review existing FCU interconnection standard and revise as needed to include latest standards and incorporate limits determined in the previously performed analysis. Including proposed equipment configurations and protection requirements. 4. Develop tool to convert existing FCU distribution model from Milsoft Windmil database format to analysis software. CONSULTANT QUALIFICATIONS. Proposals will be considered only from consultants who have experienced personnel able to provide the required services. At a minimum, stdwopsa rev 07/08 proposals submitted shall provide resumes of all personnel to be performing the work and information substantiating previous work experience including similar projects performed by the Consultant for utility systems that are of equal or greater complexity. Contacts for each listed project shall be provided with the proposal. 1.3 PROPOSALS AND CONTACT INFORMATION Information or clarification of terms concerning the scope of the proposal shall be directed to the project engineer. The project engineer for this proposal is: Steve Catanach, Light & Power Operations Manager Phone: (970) 416-2622 e-mail: scatanach@fcgov.com Information or clarification of proposal submittal or process should be directed to the Senior Buyer. Opal F. Dick, CPPO Phone: (970) 221-6778 e-mail: odick@fcgov.com Proposals shall be received before 3:00 P.M. (Our Clock) Thursday, March 26, 2009, to: If mailed: City of Fort Collins -Purchasing P.O. Box 580 Fort Collins, CO 80522 If delivered: City of Fort Collins -Purchasing 215 N. Mason St. 2"d Floor Fort Collins, CO 80524 In addition to submitting a written proposal, finalists may be interviewed by the City of Fort Collins and asked to do an'oral presentation about their company and approach to the project. Proposals submitted should contain a detailed description of the scope.of services the Consultant will be providing after reviewing the project scope defined herein. The proposal should also contain itemized pricing for each component and an over all lump sum price to perform the work. 1.4 EVALUATION CRITERIA The submitted proposals shall be reviewed in accordance with the attached rating criteria listed in Section 4.0. stdwopsa rev 07/08 Section 2 -Scope of Service 2.1 DISTRIBUTED GENERATION IMPACT ANALYSIS The Consultant shall determine the impact of proposed distributed generation (DG) on selected distribution feeders in the FCU system. Existing and proposed generator data will be provided to the Consultant along with the FCU distribution model in Milsoft Windmil data format for the purpose of analyzing the impact of the added DG. Upon completion of importing or mimicking the FCU distribution model the Consultant shall perform an analysis of the feeders with and without the DG to determine the impact of the DG on the system. Base cases, distribution feeders without DG, shall include the system under peak, N-1, and lightly loaded conditions. Analysis of the cases shall include, but not be limited to the following: a) Voltage drop, load flow, power factor, short circuit and system loss. b) Harmonic and power quality analysis. c) Protection coordination study. d) Generator start / stop, transient and dynamic stability analysis. e) Sub -synchronous resonance and ferroresonance analysis. Analysis performed for Items d) and e) are not applicable to the base cases. The consultant shall explicitly state all assumptions and modeling methods as well as software used for the studies and reference any published work used for the study. 2.2 DISTRIBUTED GENERATION PENETRATION ANALYSIS The Consultant shall use the analysis and case studies performed in section 2.1 to determine the acceptable level of DG penetration before adversely affecting the existing distribution system. The amount of DG shall be incrementally increased from the previously performed case studies to determine the following: a) Desensitizing system protection settings and coordination between protective devices, short circuit current contributions from DG's and their effect on and fault rating of equipment and other connected DG's on the same feeder. b) System efficiency due to voltage regulation, voltage and current imbalances, losses, power factor, and load factor due to variable generation sources. c) Power quality issues including, voltage regulation, harmonic distortion, flicker, do injection and power factor. d) Unintentional islanding and the negative effects of different customers with DG and the impact they have on each other. The Consultant will establish criteria for determining when the level of DG on the distribution system warrants additional study and the maximum level of DG that can be supported on a typical distribution feeder. 2.3 INTERCONNECTION STANDARD The Consultant shall review the existing FCU interconnection standard for distributed generating facilities and revise the document to reflect the current IEEE, NEC, UL, and other applicable standards. The standard shall also conform to any state or federal requirements. The Consultant shall also incorporate specific guides, rules, requirements or restrictions as determined from the distributed generation penetration analysis. The Consultant will submit stdwopsa rev 07/08 the standard for review by FCU staff for comment and revision. Upon final acceptance by FCU, the Consultant will provide the completed interconnection standard for distributed generating facilities in paper and electronic format. 2.4 DATABASE CONVERSION TOOL The Consultant shall work with FCU to develop a software tool to convert existing FCU distribution model from Milsoft Windmil database format to analysis software selected by FCU to perform future analysis. The Consultant shall advise and assist FCU on the selection of the analysis software to be used. The software tool will be reviewed and tested by FCU to confirm conformance and functionality before acceptance of the tool. The Consultant shall provide assistance and training on using the conversion tool and the selected analysis software. 2.5 ADDITIONAL WORK At the option of the City of Fort Collins, The Consultant will be retained as a primary service provider for performing on -going evaluations and analysis of various distributed generation and interconnection studies for like or similar work as needed by FCU. The initial contract period is for one year, with an option to renewal for four (4) additional one year terms. 4 stdwopsa rev 07/08 Section 3 - Proposal Response Requirements 3.1 PROPOSALS For this section, consultants are required to provide detailed written responses to the following items. The responses shall be considered technical offers of what consultants propose to provide and shall be incorporated in the contract award as deemed appropriate by FCU. Using company letterhead, please attach your responses to these questions to the enclosed Proposal Response Cover Sheet. 1. A cover letter stating the name, address and telephone number of the proposing consultant. This letter must bear the signature of the person having the authority to make the proposal for the firm. 2. A list of staff to be assigned to the project (in particular a project manager to act as first point of contact) including resumes and work experience related to this project. 3. Description regarding how the analysis will be performed for the various identified areas identified, the methods and assumptions used, and the limitations of the analysis. 4. Description of the software and other analysis tools to be used. 5. Detailed information of how the database conversion tool will be developed and implemented. Database and software requirements and limitations or challenges anticipated. 6. Price of proposed services, with narrative to include itemized information concerning the cost of each component including labor, materials, software, travel, overhead and other cost elements which are expected to be incurred. 7. Identification of what portion of work, if any, will be subcontracted including a list of Sub consultants. 8. Proposed schedule, which includes a detailed timeline for task accomplishment, projected start date, and ability to meet the Departments completion. 9. A list of at least three references, preferably entities requiring similar scope of work and analysis. This list should include a summary of services provided, as well as a specific contact person at each organization. 10. Any other information deemed necessary by the proposing contractor. 3.2 PROJECT SCHEDULE Consultants shall submit completed proposals by the date specified in section 1_4 PROPOSALS AND CONTACT INFORMATION. All proposals submitted shall include the entire proposal on CD as well as three (3) paper copies with the appropriate signatures. stdwopsa rev 07/08 SECTION 4 - 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. 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? 2.5 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 Work Hours favorably with the Project Manager's estimate? Are the work hours presented reasonable for the effort required in each project task or phase? 2.0 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm done previous projects of this type and scope? stdwopsa rev 07/08