HomeMy WebLinkAboutRFP - 7163 ON CALL PROFESSIONAL ELECTRICAL AND INSTRUMENTATION ENGINEERING SERVICERequest for Proposals
CITY OF FORT COLLINS
On Call Professionial Electrical and
Instrumentation Engineering Services
RFP #7163
City of
Fort Collins
�PuM1asing
PROPOSAL DUE DATE: 3:00 p.m. (our clock), August 31, 2010
2/9/00
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, Professionai 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 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., 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.
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. Red Flags Rules. Service Provider must implement reasonable
policies and procedures to detect, prevent and mitigate the risk of identity theft in
compliance with the Identity Theft Red Flags Rules found at 16 Code of Federal
Regulations part 681. Further, Service Provider must take appropriate steps to mitigate
identity theft if it occurs with one or more of the City's covered accounts.
20. Special Provisions. Special provisions or conditions relating to the
services to be performed pursuant to this Agreement are set forth in Exhibit C -
Confidentiality, consisting of one (1) page(s), attached hereto and incorporated herein by
this reference.
THE CITY OF FORT COLLINS, COLORADO
By:
Management
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk
Date:
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
Insert Professional's Name or
Insert Partnership Name or
Insert Individials Name or
Doing business as (insert name of business)
By:
Title:
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
ATTEST:
Corporate Secretary
(Corporate Seal)
WORK ORDER
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.
Professional:
By:
Date:
City of Fort Collins
Submitted By:
Project Manager
Date:
Reviewed
Senior Utility Engineer
Date:
Reviewed by:
Water Production Manager
Date:
Approved by:
Utilities General Manager
(If >$1,000,000)
Date:
Approved by:
Director of Purchasing & Risk Management
(If >$60,000)
EXHIBIT C
CONFIDENTIALITY
IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the "City") pursuant to this
Agreement (the "Agreement"), the Contractor hereby acknowledges that it has been informed that the
City has established policies and procedures with regard to the handling of confidential information and
other sensitive materials.
In consideration of access to certain information, data and material (hereinafter individually and
collectively, regardless of nature, referred to as "information") that are the property of and/or relate to
the City or its employees, customers or suppliers, which access is related to the performance of
services that the Contractor has agreed to perform, the Contractor hereby acknowledges and agrees as
follows:
That information that has or will come into its possession or knowledge in connection with the
performance of services for the City may be confidential and/or proprietary. The Contractor agrees to
treat as confidential (a) all information that is owned by the City, or that relates to the business of the
City , or that is used by the City in carrying on business, and (b) all information that is proprietary to a
third party (including but not limited to customers and suppliers of the City) . The Contractor shall not
disclose any such information to any person not having a legitimate need -to -know for purposes
authorized by the City. Further, the Contractor shall not use such information to obtain any economic
or other benefit for itself, or any third party, except as specifically authorized by the City.
The foregoing to the contrary notwithstanding, the Contractor understands that it shall have no
obligation under this Agreement with respect to information and material that (a) becomes generally
known to the public by publication or some means other than a breach of duty of this Agreement, or (b)
is required by law, regulation or court order to be disclosed, provided that the request for such
disclosure is proper and the disclosure does not exceed that which is required. In the event of any
disclosure under (b) above, the Contractor shall furnish a copy of this Agreement to anyone to whom it
is required to make such disclosure and shall promptly advise the City in writing of each such
disclosure.
In the event that the Contractor ceases to perform services for the City, or the City so requests for any
reason, the Contractor shall promptly return to the City any and all information described hereinabove,
including all copies, notes and/or summaries (handwritten or mechanically produced) thereof, in its
possession or control or as to which it otherwise has access.
The Contractor understands and agrees that the City's remedies at law for a breach of the Contractor's
obligations under this Confidentiality Agreement may be inadequate and that the City shall, in the event
of any such breach, be entitled to seek equitable relief (including without limitation preliminary and
permanent injunctive relief and specific performance) in addition to all other remedies provided
hereunder or available at law.
stdwopsa rev 03/10
/'Fort �Collins
Purcna 9
Financial Services
Purchasing Division
215 N. Mason St. 2"d Floor
PO Box 580
Fort Collins, CO 80522
970.221.6775
970.221.6707
fcgov. corn/purchasing
REQUEST FOR PROPOSAL
7163 On Call Professional Electrical and
Instrumentation Engineering Services
The City of Fort Collins Utilities is soliciting proposals from qualified consultants for Professional
Electrical and Instrumentation Engineering services for the City's Water Resources and
Treatment Department and the Water Engineering and Field Services Department on an on -call
basis.
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 31, 2010. Proposal No.7163. 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 Cliff
Hoelscher, (970) 222-3026.
Questions regarding bid submittal or process should be directed to
Opal Dick, CPPO, Senior Buyer (970) (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,
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.
2/9/00
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
2/9/00
ON -CALL PROFESSIONAL ELECTRICAL AND
INSTRUMENTATION ENGINEERING SERVICES
CITY OF FORT COLLINS WATER UTILITIES
CITY OF FORT COLLINS
PROPOSAL NO. 7163
SPECIFIC PROJECT REQUIREMENTS:
The anticipated services shall include, but not be limited to:
• Update and/or create new Process and Instrumentation Diagrams for all facilities.
• Update and/or create new Electrical One -Line Diagrams, Elevations, and Panel
Schedules for all facilities.
• Update and/or create new Electrical Site Plans.
• Provide consulting services and engineering calculations as required for changes,
modifications, additions, or deletions to existing and/or new facilities.
• Provide engineering consulting services concerning individual facility power systems.
• Provide consulting services to assist facility maintenance staff concerning questions,
problems, troubleshooting, and/or modifications to the water and wastewater facility's
power and control systems.
• Assist in the selection, specification, and purchasing of electrical and instrumentation
equipment.
• Maintain and update the City of Fort Collins Standard Electrical and Instrumentation
Equipment Specifications.
• Maintain and update the City of Fort Collins Standard Electrical and Instrumentation
Legends, Details, Symbols, and Abbreviations.
• Assist in modifying, updating, and creating Loop Drawings for the individual facility
control systems.
• All drawings shall be created using AutoCAD
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
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?
Reference evaluation (Top Ranked Firm)
2/g/00
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
WITNESSETH:
, hereinafter referred to as "Professional'.
In consideration of the mutual covenants and obligations herein expressed, it is
agreed by and between the parties hereto as follows:
1. Scope of Services. The Professional agrees to provide services in
accordance with any project Work Orders for 7163 On Call Professional Electrical and
Instrumentation Engineering Services, 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. No Work Order shall exceed $75,000. 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 ,
20 and shall continue in full force and effect until 20 , 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 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:
City of Fort Collins City of Fort Collins
Attn: Attn: Purchasing
PO Box 580 PO Box 580
Fort Collins, CO 80522 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.
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 $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