HomeMy WebLinkAboutRFP - 7027 UTILITIES WEB SITE SERVICESCity
Financial Services
of
Purchasing Division
215 N. Mason St. 2nd Floor
F6rtCollins
PO Box 580
Fort Collins, CO 80522
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970.221.6775
Purchasingfcgov.
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REQUEST FOR PROPOSAL
PROPOSAL 7027
CITY OF FORT COLLINS
UTILITIES WEB SITE SERVICES
The City of Fort Collins Utilities is seeking proposals to redesign and reorganize its website.
Optimally, the site need to be an easy -to -use, attractive and convenient method for customers
to conduct Utilities business and to learn about and access services offered. Our goal is to
have a Web presence that meets customer expectations in the market place and reinforces Fort
Collins Utilities as an innovative, efficient, easy -to -work with organization that focuses on the
Utilities -related needs of the citizens and businesses in our community. The website should
underscore Utilities' local, national and global position as a strong environmental steward.
The selected consultant may be retained by the Fort Collins Utilities annually for up to five years
to provide same or similar services and to provide updates for the project as required.
Written proposals, five (5) copies 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), April 21, 2009. Proposal No.7027. 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, Lori
Clements -Grote (970) 221-6396.
Questions regarding proposals submittal or process should be directed to Opal Dick, CPPO, Sr.
Buyer (970) 221-6778.
A copy of the Proposal may be obtained as follows:
1. Download the Proposal/Bid from the BuySpeed Webpage,
www.fcgov.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,
rev 01/08
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 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.
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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 Employing Illegal Aliens. Pursuant to Section 8-17.5-
101, C.R.S., et. seq., Service Provider represents and agrees that:
a. As of the date of this Agreement:
1. Service Provider does not knowingly employ or contract with an
illegal alien who will perform work under this Agreement; and
2. Service Provider will participate in either the a -Verify program
created in Public Law 208, 104th Congress, as amended, and expanded in
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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.
Service Provider 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. Service Provider 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 Service Provider obtains actual knowledge that a subcontractor performing
work under this Agreement knowingly employs or contracts with an illegal alien,
Service Provider shall:
1. Notify such subcontractor and the City within three days that Service
Provider 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
Service Provider 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. Service Provider 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 Service Provider 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, Service Provider shall be liable for
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actual and consequential damages to the City arising out of Service Provider's
violation of Subsection 8-17.5-102, C.R.S.
g. The City will notify the Office of the Secretary of State if Service Provider
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.
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
By:
Title:
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
ATTEST:
Corporate Secretary
(Corporate Seal)
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 Exhibits _,
_, _, consisting of _ (_) pages are hereby
accepted and incorporated herein, by this
reference, and Notice to Proceed is hereby
given.
cc: Purchasing
Professional:
By:
Date:
City of Fort Collins
Submitted By:
Project Manager
Date:
Reviewed by:
Senior Utility Engineer
Date:
Approved by:
Utilities General Manager
Date:
Approved by:
Director of Purchasing & Risk Management
(if over $60,000.)
Date:
z
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
City of Fort Collins
Request for Proposal
PROPOSAL 7027
Utilities Web Site Services
Executive Summary
Fort Collins Utilities is seeking proposals to redesign and reorganize its website. Optimally, the
site needs to be an easy -to -use, attractive and convenient method for customers to conduct
Utilities business and to learn about and access services offered. Our goal is to have a Web
presence that meets customer expectations in the marketplace and reinforces Fort Collins
Utilities as an innovative, efficient, easy -to -work with organization that focuses on the Utilities -
related needs of the citizens and businesses in our community. The website should underscore
Utilities' local, national and global position as a strong environmental steward.
In addition, Utilities would like recommendations for an intranet site structure. The focus of this
site would be internal communications with Utilities employees.
Background Information
Fort Collins, Colorado, is a community of approximately 150,000 highly educated and involved
residents located about 60 miles north of Denver. Fort Collins Utilities is a municipal utility that
provides electric, water, wastewater and stormwater services to the community. This includes:
• 55,000 residential electric customers;
• 31,000 residential water customers;
• 32,000 residential wastewater customers;
• 33,000 residential stormwater customers;
• 7,000 commercial electric customers;
• 2,100 commercial water customers;
• 2,000 commercial wastewater customers; and
• 8,000 commercial stormwater customers.
Expected Results
Fort Collins Utilities is seeking recommendations for website redesign and reorganization.
The Utilities' web address is www.fcgov.com/utilities. While the design and branding of the site
must align with the City of Fort Collins website design and standards (PHP and DotNet), we are
requesting recommendations for best practices for a utility website. Recommendations should
address how implementation of the redesign and reconfiguration of the site would improve
electronic access for residential and commercial customers of Fort Collins Utilities and support
Utilities' environmental stewardship mission. It should also address how Utilities staff can best
manage the content on the site.
Deliverables
1. Proposals should describe in detail how vendor would accomplish the following:
2/9/00
• Redesign of the website, while aligning with City standards and the Utilities' new E-
Bill service.
• Reconfiguration of the site navigation.
• Process for redesign and reconfiguration of the site.
• Timeline for redesign and reconfiguration of the site.
• Personnel assigned to the project, along with qualifications.
• Site maintenance expectations and schedules, including a plan for content
management.
2. Proposals should include project phases, if recommended.
3. Proposals could include recommendations for handling customers' future Web needs
and expectations.
4. Proposals should include a proposed structure for the Utilities intranet, including how it
would be accessed securely by Utilities' employees and how content would be
managed.
Questions
Qualified consultants should submit concise written questions about the work described in the
RFP on or before 3:00 p.m., April 7, 2009. Questions should be directed to: odick fcgov.com.
Responses will be provided in writing on or before 3:00 p.m., April 21, 2009.
Submittal
Qualified consultants interested in the work described in the RFP should submit a minimum of
the following information to the City:
• Statement of understanding of the Utilities' situation, needs and objectives
• Proposed consulting and research approach
• Proposed scope of services
• Proposed consulting team
• Proposed schedule of activities
• Service rate schedule (hourly rates applicable to consulting team members)
• Proposed range of project cost; breakdown of costs/cost ranges for each deliverable;
• Total system cost (over five-year period), including short- and long-term costs
• Firm qualifications including reference projects and contacts, consultant's resume
Timeline (approximate)- Dates listed are subject to change.
Request for Proposal Schedule:
Request for proposal distributed: March 31, 2009
Questions Due to the City: April 7, 2009
Responses Due to Vendors: April 14, 2009
Written Proposal Due: April 21, 2009
Notification of Highest Ranked Firms: April 30, 2009
Interviews: May 7, 2009
2/9/00
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
FACTOR
QUALIFICATION
STANDARD
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?
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?
2/9/00
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?
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'.
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
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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.
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
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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
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
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