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HomeMy WebLinkAboutRFP - 7051 MIDTOWN COMMERCIAL REDEVELOPMENT STUDYCity Of Financial Services Purchasing Division 215 N. Mason St. 2nd Floor 6rt Collins PO Box 580 Fort Collins, CO 80522 �Purc�hasi"ng970.22, 970.221.6775 .6707 fcgov. com/purchasing REQUEST FOR PROPOSAL 7051 Midtown Commercial Redevelopment Study The City of Fort Collins is requesting qualifications from experienced interdisciplinary teams to: A) provide a market analysis for the Midtown Commercial Corridor including retail and mixed - use, B) prepare a redevelopment plan.for the corridor and a concept plan for the redevelopment of the Foothills Mall, and C) develop an action plan to guide the City's participation in the redevelopment of the corridor. The consulting team (Consultant) will provide all the management services to evaluate the successful redevelopment of the corridor and the Foothills Mall. These services may include but are not limited to: ■ Economic and market conditions affecting the corridor; ■ Estimate the market demand for redevelopment; ■ Analyze existing conditions; ■ Evaluate properties suitable for redevelopment; ■ Identify both physical and economic barriers to redevelopment; ■ Prepare a development pro forma level financial analysis of a proposed redevelopment concept for the Foothills Mall; and ■ Assist in determining the subsidy required to facilitate redevelopment of the Mall and corridor. The selected team, or the relevant members thereof, will also provide a "real world" evaluation of the feasibility of the redevelopment plans for the corridor and the Mall. Written proposals, six (6) 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), August 12, 2009 . Proposal No. 7051. 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 Josh Birks, Economic Advisor of the City of Fort Collins (970) 221-6324, jbirks@fcgov.com. Questions regarding proposals submittal or process should be directed to James B. O'Neill 11, CPPO, FNIGP (970) 221-6779. A copy of the Proposal and a list of vendors who have downloaded the proposal may be obtained as follows: 1. Download the Proposal/Bid from the BuySpeed Webpage, www.fc-gov.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 rev 01 /08 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 , 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 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 Professional 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 termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to 10 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: City: 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, Project 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 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 11 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 Clause 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. 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. 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 12 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 operate as a waiver of any rights or benefits provided to the City under this Agreement. 13 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. 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, 14 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. 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. 15 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. 18. Amendment 54. To the extent that this Agreement may constitute a "sole source government contract" within the meaning of Section 2(14.4) of Article XXVIII of the constitution of the State of Colorado, about which the City makes no representation, Section 15 of said Article XXVIII, which reads as follows, is hereby incorporated into this Agreement and made a part hereof: a. Section 15. Because of a presumption of impropriety between contributions to any campaign and sole source government contracts, contract holders shall contractually agree, for the duration of the contract and for two years thereafter, to cease making, causing to be made, or inducing by any means, a contribution, directly or indirectly, on behalf of the contract holder or on behalf of his or her immediate family member and for the benefit of any political party or for the benefit of any candidate for any elected office of the state (of Colorado) or any of its political subdivisions. 19. 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. 16 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] or Doing business as [insert name of business] By: Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: ATTEST: Corporate Secretary 17 (Corporate Seal) INSURANCE REQUIREMENTS 1. The Professional 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 Professional 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 Professional, 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 Professional under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Professional's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Professional shall maintain during the life of this Agreement for all of the Professional'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 Professional 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 Professional 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. 18 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 where renewal is a way of life Midtown Commercial Redevelopment Study Project Description Background The Foothills Fashion Mall, as it was then called, opened in 1973 at the then southern edge of the City of Fort Collins. The population of the City was approximately 44,000. Since 1973, the community has grown to an estimated population of approximately 137,200 in 2009. In the initial years, the Mall relied on the entire Northern Front Range region (Cheyenne to Loveland, Fort Collins to Scottsbluff) for a sustaining customer base. Today, the regional retail competition has increased reducing the frequency of visits by non -Fort Collins residents to the Mall. Most notably the recent development of an open air lifestyle center, the Promenade Shops at Centerra, in Loveland, Colorado at the intersection of Highway 34 and Interstate 25 has reduced inflow from both Loveland and Greeley. The 42 percent fall in net taxable sales since 2001, an annual average decline of 7.6 percent, provides evidence of the declining influence of the Mall in the larger region. As the population nearly tripled since the 1970s, retail development also increased along the College Corridor. Until the late 1990s, the College Corridor was the primary retail destination in the City. However, residential development began to move south and east during the late 1990s and early 2000s. This resulted in a shift of retail development as well. The Mason Corridor is proposed as a transportation spine that will create an identifiable and efficient link between key activity centers within the core urban area, support and enhance compact multi -use development, and provide a much needed travelway for bus transit, bikes, pedestrians within the heart of the City and extending throughout the region. The Mason Corridor/MAX Project is a north -south Bus Rapid Transit (BRT) system, extending from Cherry Street on the north, to approximately 1/4 mile south of Harmony Road, with a total length of five miles. The MAX BRT system is designed to connect the major local & regional activity centers along its five -mile route through the center of the Fort Collins community. Destinations along the MAX corridor include the vibrant Downtown Fort Collins commercial & cultural centers; the world -renown Colorado State University main and south campuses; and the South College Avenue retail, employment, and residential centers. Today, approximately 600,000 square feet of vacant retail space (including vacancy at Foothills Mall) exists in the Midtown Commercial Corridor (MCC) from Prospect Road to Harmony Road along College Avenue. In addition, the owner and manager of the Mall, General Growth Properties, filed for Chapter 11 bankruptcy protection. Therefore, now is an opportune time to evaluate the redevelopment potential of the MCC with special emphasis on the Mall and adjacent properties. Project Objective & Goals At its most basic, this project seeks to answer the questions surrounding the future of the Foothills Mall and the College Corridor. The MCC remains a strong and vibrant retail destination; however, future growth and development will influence this area and its future health and viability. The MCC study area will likely encompass the properties fronting on South College Avenue between Prospect Road and Harmony Road and includes the southwest corner 2/9/00 of Harmony Road and South College Avenue and the Bus Rapid Transit (BRT) corridor along Mason Street. Increased competition, out-of-date space, and rising vacancy rates plague the corridor. The economic and market conditions of the region, City, and neighborhoods suggest two potential futures for the MCC including the Mall. These are: 1) a re -orientation of the retail space towards the local market either the immediate neighborhood or the City as a whole; or 2) renewed regional draw based on new retail and entertainment attractions. This project hopes to fuse the two potential futures into one, where the local orientation compliments the regional draw. OBJECTIVE: Develop an implementable plan to facilitate the revitalization of the Midtown Commercial Corridor, including the redevelopment of Foothills Mall and support of development/redevelopment opportunities that can be realized with the implementation of the Mason Corridor Bus Rapid Transit system. GOALS: ■ Understand the economic and market conditions affecting the corridor. ■ Identify major physical, economic, and policy barriers to redevelopment in the MCC and at the Mall. ■ Educate and engage the citizens of Fort Collins, in particular those impacted, about the challenges of redeveloping and the potential opportunities along the MCC. ■ Evaluate the tools available to the City of Fort Collins to stimulate and influence the redevelopment of the corridor. ■ Modify and refine existing planning documents where necessary to remove barriers to redevelopment. ■ Provide a framework and conceptual design for redevelopment of the Foothills Mall as a major catalyst to the revitalization of the MCC. ■ Encourage reinvestment and revitalization of key properties along the MCC and adjacent to the Mall. ■ Identify opportunities to incorporate multiple transportation options to access and circulate within the study area. ■ Identification of new retail and entertainment opportunities for the MCC that support the local neighborhood and/or increase the regional draw of the corridor. ■ Support the successful implementation of the Mason Corridor BRT by encouraging complimentary development along the route and at stop locations. Scope of Work This Request for Qualifications does not stipulate a specific set of deliverables. Instead, the project will focus on outcomes. A scope of work will be negotiated with the collaboration of the selected Consultant to develop a realistic set of deliverables based on a set of desired outcomes: 2/9/00 THE MALL: ■ A framework and concept plan for the redevelopment of the Mall; ■ An accompanying public assistance package to overcome the primary economic and financial hurdles to redevelopment of the Mall; and ■ Tools to assist in marketing the Mall for redevelopment amongst local, state, and national developers. THE MCC: ■ An analysis of the corridor identifying "high potential' redevelopment sites; A study of the current conditions affecting the MCC, including land use, ownership, vacancy, and any other attribute essential to understanding redevelopment potentials; and ■ An action plan providing direction to City staff for alleviating physical, economic, and policy barriers to redevelopment along the MCC. Areas of Expertise The Consultant needs to possess the following five areas of expertise in order to assist in achieving the above outcomes. All submissions should demonstrate a clear understanding, experience, and capability in these areas of expertise. Economic/Market Analysis: The Consultant shall posses the ability to update and/or conduct an analysis of the economic and market conditions affecting the MCC, including local and national conditions. The Consultant should have experience evaluating the demand for retail, residential, office, and mixed -use development; forecasting population and employment growth; and evaluating the viability of existing real estate. Real Estate Development Feasibility: The Consultant shall have experience assessing the feasibility of real estate development of individual sites and large scale infill or redevelopment projects. The Consultant should demonstrate a clear understanding of the intricacies of public private partnerships, the challenges of redevelopment, and the real estate development process (from planning to implementation). Retail Tenanting/Design: The Consultant shall demonstrate experience working to deliver high quality space that addresses the need of the retail community. This can include either design experience or tenanting experience; ideally, the Consultant will possess both unique experiences. Corridor/Site Planning: The Consultant shall posses the ability to develop a framework and conceptual design for the redevelopment of the Foothills Mall, adjacent properties, and key redevelopment locations identified along the corridor. The Consultant should have experience planning and designing similar corridor plans and Mall redevelopment projects. Public Involvement: The Consultant shall conduct a series of public meetings to engage and educate the citizens of Fort Collins regarding the challenges and opportunities provided by redevelopment along the 2/9/00 MCC. The Consultant should have experience working with and managing large groups of the general public, as well as, small project specific advisory committees. Meetings and Public Process The project will be a collaboration of City staff and the Consultant requiring coordination and review through the project. The Consultant will be expected to participate in several types of meetings (not all members of the team may need to attend all meetings). City staff anticipates that an overall strategy for public involvement will be developed in a collaborative process with the selected Consultant. Initial Coordination Meeting: At this meeting, the City and the Consultant will finalize a detailed schedule of the project, identify important milestones with target dates, and finalize a detailed scope of services. Progress Meetings: Progress meetings will be held periodically throughout the project. These meetings may occur via conference call or face-to-face depending on the travel schedule of the Consultant associated with the project. Public Open Houses/Meetings: The City anticipates there will be two public open houses/meetings. The final public involvement plan will be a collaboration between City staff and the selected Consultant. The primary goal of the public open houses/meetings will be to engage and educate the public regarding the challenges and opportunities that redevelopment poses for the Corridor and the Mall. Citizen Advisory Group Meetings: The City is considering the use of a Citizens Advisory Committee (CAC) to help provide additional opportunities for the public to influence the project. This group would likely be composed of interested and affected parties, area developers, business owners, and tenants. Final Presentation to City Council: The Consultant should plan to attend a final presentation meeting to the City Council, most likely a work session, to present the findings of the study and the associated action plan. Form of Submission All submissions shall include the following items: ■ Consultant Background — A brief history and background of the Consultant company(ies); ■ Project Approach — A brief description of the Consultants approach to delivering the outcomes described in this RFQ; ■ Relevant Experience — At least three examples of similar work (per team member) conducted for either public or private clients ideally within the last five years, each should include a description, list of deliverables, outcomes, and references; ■ Project Team Roles and Responsibilities — A matrix, chart, or table describing the roles and responsibilities of each key team member, please tie this to the areas of expertise identified above; 2/9/00 ■ Resumes of Key Personnel — A resume of the key personnel anticipated to work on the project; and ■ Additional Material — Any additional material, which differentiates the Consultant from potential competition (Please limit additional material in recognition of staff time). Fees These services will be awarded based on a Not -to -Exceed Time and Reimbursable Direct Cost Basis Agreement. Upon the selection of the Consultant, the final fee will be negotiated with input from the Consultant based upon the negotiated scope of services stipulated in the contract. The City has budgeted approximately $200,000 to complete the project in an estimated six month period. Please provide an allocation of the proposed budget by area of expertise. This will allow the selection committee to evaluate each team's relative level of effort by team member and approach. The City expects that this preliminary budget will change as negotiations proceed. Schedule Advertise RFQ: July 22, 2009 Submittal Deadline: August 12, 2009 Short List: August 19, 2009 Interviews: August 24 to August 28, 2009 Selection: August 31 to September 4, 2009 Contract Negotiation: September 7 to September 18, 2009 Project Completion: March 31, 2010 (estimated) 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 Scope of Proposal Does the proposal show an understanding of the 2.0 project objective, methodology to be used and results that are desired from the project? Assigned Personnel Do the persons who will be working on the project have 2.0 the necessary skills? Are sufficient people of the requisite skills assigned to the project? Availability Can the work be completed in the necessary time? Can the target start and completion dates be met? Are 1.0 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? Cost and Do the proposed cost and work hours compare Work Hours favorably with the project Manager's estimate? Are the 2.0 work hours presented reasonable for the effort required in each project task or phase? Firm Capability Does the firm have the support capabilities the 2.0 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?