HomeMy WebLinkAboutRFP - 7300 CONSULTING ENGINEERING SERVICES FOR CLEARVIEW CHANNEL IMPROVEMENTS & FUTURE MINOR CAPITAL IMPROVEMENTSRequest for Proposal
For
Fort Collins Utilities
For
Consulting Engineering Services
For The
Clearview Channel Improvements
And
Future Minor Capital Improvements
RFP 7300
Opening Date: 3:00 P.M. (Our Clock) November 18th, 2011
Provide geotechnical engineering services as necessary for the design process and for
testing during construction of the project.
Provide channel morphology and stream stability analyses to ensure the permanency of
any designed features.
Coordinate with adjacent property owners and perform public outreach in the form of
meetings, presentations, and the preparation of exhibits for proposed projects.
Provide environmental permitting services such as wetlands determination and
delineation, Section 404 permit preparation, Threatened and Endangered (T&E) species
assessments, and Endangered Species Act (ESA) compliance reporting for FEMA
CLOMRs.
The design of permanent water quality features shall be in compliance with the City's
MS4 permit with the State of Colorado Department of Health and Environment.
Provide detailed written monthly progress reports throughout the duration of the design
and construction of all work, detailing project progress, hours used, percent complete,
schedule status, and any out of contract scope items. These progress reports will be
part of the monthly billing by the Professional.
Provide alternative analyses where requested by the Project Manager.
Provide hydraulic and hydrologic modeling conducted in association with the design and
development of the project, as well as a discussion of assumptions and results in report
format.
The consultant should be proficient in MODSWMM/UDSWMM, HEC-2, HEC-RAS,
HEC-HMS, EXTRAN, EPASWMM, HY-8, FLO-2D, and other similar hydraulic and
hydrologic models, particularly those models accepted by the City of Fort Collins.
Should floodplain studies be conducted, the Professional shall provide floodplain reports
developed in accordance with the City of Fort Collins "Guidelines for Submitting
Floodplain Modeling Reports" updated August 2011. Also, the Professional will submit
floodplain and floodway boundaries and associated information (i.e. BFEs and cross -
sections) as GIS layers in accordance with the City of Fort Collins GIS standards. The
flood plai n/floodway boundaries and associated information shall also be provided in
AutoCAD 2008 format. The Professional may also be required to prepare CLOMRs and
LOMRs to satisfy FEMA flood map revision criteria.
IV) Conferences
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During the progress of the work, the Professional shall confer with the City as necessary
to ensure that the work will meet with the City's approval. The City will designate a City
Representative for each project Work Order. The Professional shall meet with the City
Representative at intervals to review the progress of the work and shall be required to
submit brief monthly progress reports to the City Representative. On a yearly basis, the
Professional will submit a summary of all work orders and their status to the City.
V) Method of Payment
The Professional shall receive payments for satisfactorily completed work based on
verified progress in the following manner: The cost of the work completed shall be paid
to the Professional each month following the submittal of a bill by the Professional
indicating the percentage of work that has been completed by task, including a brief
progress report. A retainage of 10% may be withheld until completion and final
acceptance of the project. All bills submitted by the Professional shall be directed to the
City Representative for review and authorization of payment.
VI) Time Schedule
Total project time will be determined as part of each project's Work Order
VII) Instructions to Consultants
A) Submittal Reouirements
Limit the total length of your proposal to a maximum of forty (40) pages (excluding
covers and dividers but including resumes and project descriptions). Pages shall be 8-
1/2" x 11" single -sided, with a minimum 11-point font. The proposal may include up to
four (4) - 11" x 17" sheets, which will count towards the 40-page total. The Director of
Purchasing and Risk Management may reject proposals received that are longer than
40 pages in length.
Submit a total of six paper (6) copies of your proposal, with one copy marked as the
original copy. Also provide a single copy of the proposal in Adobe Acrobat PDF° format
on a separate disk.
Qualified consultants interested in performing the work described in this request for
proposals should submit a minimum of the following information to the City. Proposals
shall follow the general outline below.
1. A brief statement of your understanding and assumptions of the required
engineering and environmental services, and your firm's qualifications to provide
the work.
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2. General qualifications and the history of your firm and staff proposed to perform
the work on this project. This should include resumes of staff and any
recommendation/commendation letters received for past projects. Please also
indicate the longevity of your senior staff with your firm and your plan to providing
a long-term staffing commitment to the City over the 5-year term of the contract.
Also indicate any professional certifications held by your staff such as
Professional Engineer and Certified Floodplain Manager.
3. A comprehensive list of similar projects completed and at least three detailed
project descriptions for similar projects completed in the last five years.
4. Provide references and/or testimonials from at least three other projects with
similar requirements to the Clearview Channel project that have been completed
within the past five years and that have involved the staff proposed to work on
this project.
5. Provide a scope of work, including your approach to the project, and an
engineering cost estimate for the Clearview Channel Improvement Project
analysis and design effort as detailed in Section II — A of this RFP and as
envisioned by your firm. Include a cost break down of hourly rates and number of
hours assigned for each task of work for all personnel and sub -consultants. A
final scope of work and cost will be negotiated after the consultant selection is
completed. Also provide a current billing schedule and those of any sub -
consultants included on the project team.
6. Provide general qualifications pertaining to your firm's abilities to perform the
Future Projects identified in Section II — B of this RFP, including a list of similar
projects completed in the last 5 years. Also, please provide at least three detailed
project descriptions for similar projects completed in the last five years.
7. On a single page at the end of the RFP, please provide a summary of your firm's
unique skills and design ideas as they pertain to this project, and to the future
projects requested in the RFP. Innovative ideas and designs to mitigate the
channel stability issues at the project site, while minimizing impacts to
neighboring properties, and maximizing public safety, habitat, water quality, and
the beneficial use of the channel will be looked upon favorably by the City.
Proposals must be received no later than 3:00 p.m. (our clock), November 18th, 2011
at:
City of Fort Collins — Purchasing and Risk Management Division
215 North Mason Street
P.O. Box 580
Fort Collins, CO 80524
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(970)221-6775
B) Contact Information
1) Questions related to RFP and procurement procedures should be directed to:
City of Fort Collins Utilities
Opal Dick, CPPO — Senior Buyer
700 Wood Street
P.O. Box 580
Fort Collins, CO 80522
(970)221-6778
2) You are encouraged to contact the project manager with any questions related to the
scope of work or the project in general. The project manager is:
Mark Kempton, P.E., CFM - Stormwater Master Planning Manager
City of Fort Collins Utilities
700 Wood Street
P.O. Box 580
Fort Collins, CO 80522
(970) 416-2233
mkempton(cDfcgov.com
Vill) Selection Criteria and Method
The City of Fort Collins' Capital Project Management Control System Manual prescribes
the consultant selection process and criteria.
http://citydocs.fegov.com/?vid= I O&cmd=search&scoi)e=doctype&dt=CORRESPONDENCE&d
n=Purchasing&q=CAPITAL+PROJECTS+MANUAL.
This document is available for review at the link shown above. At this time, it is
anticipated that 3 firms will be selected to enter into the interview process, after which a
single firm will be selected to service the contract.
IX) Schedule
Written proposals will be evaluated by the City's Selection Committee, and three (3)
firms will be selected for verbal interviews based upon the Committee's
recommendations.
Non -Mandatory Site Visit:
November 8, 2011
RFP Submittal Deadline:
November 18, 2011
Notification of Interviews:
December 1, 2011
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Conduct Interviews:
Contracting and Scope
of Work Negotiation:
Notice to Proceed:
X) Terms and Conditions
December 8, 2011
January 2012
February 2012
The payment for services, as described under the Scope of Services, shall be based
upon hourly rates as outlined in the submitted cost schedule/estimate. The submitted
cost estimate shall establish a "not to exceed" amount for the contract. Any changes in
scope to the original contract will be treated as a negotiated change order to the
contract.
XI) Contract Term
February 1, 2012 until January 31, 2013, with the option of the City of Fort Collins to
extend the contract for a maximum of four (4) additional one year periods.
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EXHIBIT " "
CONFIDENTIALITY
IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the "City") pursuant to
this Agreement (the "Agreement"), the Professional 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 Professional has agreed to perform, the Professional 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 Professional
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 Professional shall not disclose any such information to any person not having a
legitimate need -to -know for purposes authorized by the City. Further, the Professional 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 Professional 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 Professional 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 Professional ceases to perform services for the City, or the City so requests
for any reason, the Professional 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 Professional understands and agrees that the City's remedies at law for a breach of the
Professional'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.
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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 optional interview session. At discretion of
the City, interviews of top rated firms may be held.
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
Does the proposal show an understanding of
2.0
Scope of Proposal
the project objective, methodology to be used
and results that are desired from the project?
Do the persons who will be working on the
2.0
Assigned
project have the necessary skills? Are
Personnel
sufficient people of the requisite skills assigned
to the project?
Can the work be completed in the necessary
time? Can the target start and completion
dates be met? Are other qualified personnel
1.0
Availability
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?
Do the proposed cost and work hours compare
Cost and
favorably with the project Manager's estimate?
2.0
Are the work hours presented reasonable for
Work Hours
the effort required in each project task or
phase?
Does the firm have the support capabilities the
2.0
Firm Capability
assigned personnel require? Has the firm
done previous projects of this type and scope?
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REFERENCE EVALUATION (TOP RATED 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?
Was the Professional responsive to client needs;
Completeness
did the Professional anticipate problems? Were
problems solved quickly and effectively?
Budget
Was the original Scope of Work completed
within the project budget?
a) If a study, did it meet the Scope of Work?
b) If Professional administered a construction
Job Knowledge
contract, was the project functional upon
completion and did it operate properly?
Were problems corrected quickly and
effectively?
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PROFESSIONAL SERVICES AGREEMENT
WORK ORDER TYPE
THIS AGREEMENT made and entered into the day and year set forth below by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter
referred to as the "City" and , 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, shall include a description of the services to be performed, the location and time
for performance, the amount of payment, any materials to be supplied by the City and any other
special circumstances relating to the performance of services. No work order shall exceed One
Hundred Thousand Dollars ($100,000). The only services authorized under this agreement are
those which are performed after receipt of such Work Order, except in emergency
circumstances where oral work requests may be issued. Oral requests for emergency actions
will be confirmed by issuance of a written Work Order within two (2) working days. 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
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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.
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i�t Collins
Financial Services
Purchasing Division
215 N. Mason St. 2n° Floor
PO Box 580
Fort Collins, CO 80522
970.221.6775
970.221.6707
fcgo v. com/purchasing
REQUEST FOR PROPOSAL
Number 7300
Consulting Engineering Services
for
Clearview Channel Improvements and Future Minor Capital Improvements
The City of Fort Collins is soliciting proposals from qualified consultants for design and
floodplain mapping services for the improvement of the Clearview Channel upstream of
Briarwood Road, and for future Minor Capital Improvement projects.
Six (6) written proposals and one electronic Adobe PDF copy of the proposal 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),
November 18th, 2011. If delivered, proposals 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. The proposal shall be clearly marked "Request for Proposal for
Consulting Engineering Services for Clearview Channel Improvement and Future Minor
Capital Improvements, RFP # 7300".
Questions concerning the scope of the project should be directed to the Project
Manager - Mark Kempton, P.E., CFM by phone at (970) 416-2233 or via e-mail at
mkempton(aDfcgov.com.
Questions regarding the proposal submittal process should be directed to Opal F. Dick,
CPPO, Senior Buyer (970) 221-6778.
Due to site access constraints and potential impacts to neighboring properties, field
visits to the site by prospective consultants will be limited to a single, scheduled field
visit. The field visit is not mandatory; however, the City requests that consultants do not
enter the channel site outside of the scheduled field visit. The channel may be observed
at any time from the public right-of-way on Briarwood Road, but access to the channel
west of Briarwood is prohibited. The field visit is scheduled for November 8`h, 2011 at 10
a.m. at the intersection of Briarwood Road and Clearview Avenue. On street parking is
available at the site.
A copy of the Proposal may be obtained as follows:
1. Download the Proposal from the BuySpeed Online webpage;
www.fcgov.com/eprocurement
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
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.
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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,
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.
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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.
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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
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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. Professional 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,
Professional 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", consisting of ( )
page(s), attached hereto and incorporated herein by this reference
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THE CITY OF FORT COLLINS, COLORADO
in
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]
M
Title:
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
ATTEST:
Corporate Secretary
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EXHIBIT "A"
WORK ORDER FORM
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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:
User Acceptance
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 (J
pages are hereby accepted and
incorporated herein, by this reference, and
Notice to Proceed is hereby given.
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Professional
By:
City of Fort Collins
By:
James B. O'Neill ll, CPPO, FNIGP
Director of Purchasing and Risk Management
(over $60,000.00)
Date:
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EXHIBIT it It
CONFIDENTIALITY
IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the "City")
pursuant to this Agreement (the "Agreement"), the Professional 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 Professional has agreed to
perform, the Professional 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
Professional 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 Professional shall not disclose any
such information to any person not having a legitimate need -to -know for purposes
authorized by the City. Further, the Professional 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 Professional 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 Professional 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 Professional ceases to perform services for the City, or the City so
requests for any reason, the Professional 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 Professional understands and agrees that the City's remedies at law for a breach of
the Professional'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.
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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 Il, CPPO, FNIGP
Director of Purchasing & Risk Management
RFP # 7300
Consulting Engineering Services for
Clearview Channel Improvements and
Future Minor Capital Improvements
1) Purpose
A) Clearview Channel Improvement Project
The City of Fort Collins is soliciting proposals from qualified engineering consultants for
a hydrologic/hydraulic analysis and final design of the Clearview Channel Improvement
Project in Fort Collins. The project involves the analysis and final design of the
stabilization of the Clearview Channel between Briarwood Road and Hillcrest Drive,
west of Taft Hill Road. The earthen, grass -lined stream reach is currently experiencing
severe bank erosion, which is affecting several properties along the south bank of the
channel. The upper (western) reach of the channel is currently stable due to the
installation in the last decade of rock riprap in the low flow channel. The channel is also
severely confined by adjacent housing, which may limit some of the potential channel
stability and habitat improvement measures for the reach.
Due to easement restrictions, the limits of this project include the east -west alignment of
the channel for a distance of approximately 300-feet upstream of Briarwood Road. The
portion of the channel that is oriented to the northwest/southeast near Hillcrest Drive is
not included in this project.
The City of Fort Collins would like to stabilize the banks of the channel, while
maximizing any potential habitat and water quality improvements for the channel reach.
Public safety is also an important issue for the City, and any proposed improvements
must consider the safety of the residents of the area in the case of a large storm event
in the channel. It is anticipated that the project will also involve public outreach and
property owner coordination given the confined and urbanized nature of the channel
and the basin respectively. At this time, it is the City's intent to contain the channel
improvements between the north and south fence lines along the channel, even though
some of these fenced areas may be contained within the City's drainage easement for
the channel. For information purposes, the City's drainage easement extends north of
the property lines for 10 feet, and south for 30 feet.
The project will also involve hydrologic and hydraulic analyses, floodplain mapping, and
the preparation of a floodplain mapping report for review and approval by the City of
Fort Collins Floodplain Manager. At this time, it is anticipated that the construction of the
project will be performed by the City of Fort Collins in the fall/winter of 2012.
Previous studies for the stream reach include the "Canal Importation Basin Master
Drainage Plan" [Anderson Consulting Engineers, Inc., May 2001], and the "Clearview
Channel Floodplain Report — West Prospect Ponds As -Built Conditions" [Stantec,
October 2006]. Both studies are available for review at the City of Fort Collins Utilities
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office. Adobe Acrobat PDF copies of the two studies and the associated HEC-RAS
models are available upon request. The downstream reach of the Clearview Channel
from Briarwood Road to Taft Hill Road was rehabilitated in 2000. As -built plans for this
project are also available upon request. These plans are for information purposes only,
and are not necessarily indicative of the design alternatives preferred by the City of Fort
Collins.
B) Future Projects
Future projects awarded under this contract may include; hydrologic and hydraulic
analyses, floodplain mapping, and design and construction services contracts for minor
stormwater capital improvement projects and other stormwater related engineering
services. Future projects will generally be managed by the City of Fort Collins Utilities
and may involve a cooperative effort between other city departments. The intent of this
Request for Proposals (RFP) is to award an engineering services contract that may be
renewed annually for a period not -to -exceed five years.
Particular emphasis should be placed in the RFP on your firm's experience with;
• The analysis and design of minor stormwater capital and maintenance projects;
• hydrologic and hydraulic modeling;
• Federal Emergency Management Agency (FEMA) and City of Fort Collins
floodplain map and FEMA Flood Insurance Study (FIS) revision processes and
procedures;
• preparing and updating stormwater Master Drainage Plans;
• stream assessments, including geomorphic and sediment transport analyses;
• stream rehabilitation and habitat enhancement measures;
• environmental permitting, including Endangered Species Act (ESA) assessments
as part of the FEMA Conditional Letter of Map Revision (CLOMR) process;
• stormwater quality Best Management Practices (BMPs);
• Low Impact Development (LID) techniques; and
• the application of Triple Bottom Line (TBL) analyses using social, economic, and
environmental criteria for the evaluation of stormwater projects.
Work will be on an as -needed basis with the scope of work to be defined and a work
order negotiated prior to commencement on each project. The maximum amount for
each individual work order shall not exceed $100,000. This amount is provided as an
indicator of the maximum work, but should not be interpreted as a guarantee of future
work.
II) Scope of Services
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A) Clearview Channel Improvement Project
1. Provide hydrologic and hydraulic analyses, and floodplain mapping of the
proposed improvements which will be documented in a floodplain mapping report
for conditional approval by the City of Fort Collins Floodplain Manager. Upon
completion of the project, a post -project floodplain mapping report will also need
to be completed.
2. Prepare a final design for the Clearview Channel Improvement Project including
detailed plans, specifications and cost estimates.
3. Tasks for the project design include, but are not limited to;
• Surveying;
• right-of-way and easement descriptions;
• base map preparation;
• geotechnical exploration and reporting;
• detailed utility locates (horizontal and vertical);
• plan and profile sheets with an aerial photo base;
• detail sheets;
• technical specifications;
• construction cost estimates;
• hydrologic and hydraulic modeling; and
• floodplain mapping, and design reports.
It should be noted that the conditional and final floodplain mapping reports are
subject to review and approval by the City of Fort Collins Floodplain Manager.
4. Prepare all permits for the project including, but not limited to:
• City of Fort Collins Floodplain Use Permit;
• Section 404 permit (if required);
• State of Colorado Groundwater Discharge Permit; and
• Stormwater Management Plan Permits.
5. Project Notice -to -Proceed will be in February 2012 with design completion
expected by late summer 2012, and construction scheduled for the fall/winter of
2012.
B) Future Projects
For stormwater management purposes the City of Fort Collins is divided into 13
drainage basins, including the Poudre River Corridor. Each basin has an associated
Master Drainage Plan which identifies several planned stormwater projects throughout
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each basin. These projects typically require data collection, alternative evaluation, and
design and cost estimation. In some instances, landscaping design, right-of-way
descriptions and environmental enhancement may be required. Other projects will be
related to the operation of the Utility such as: research and recommendations on design
criteria and construction materials, development plan modeling review, master drainage
plan studies, floodplain studies and updating basin hydrologic and/or hydraulic models.
The Fort Collins Utilities utilizes GIS technology to store, retrieve and' manipulate
technical information such as floodplain mapping and master plan information.
Technical and project information is also being displayed on our web site in order to
keep citizens informed. The Professional may be required at times to provide products
compatible with the City's GIS and web site. The Professional will be required to
prepare the scope of work for each project based upon an initial consultation with the
assigned City Representative. Projects typically are short term in duration and/or high
priority. It may require a rapid response from the Professional in order to meet the
Utility's schedule without compromising on -going project schedules.
The following paragraphs include descriptions of the several types of projects the City
anticipates to be completed with Work Orders issued under this contract.
Hydrologic and Hydraulic Modeling; The Utility typically updates the current basin
hydrologic and hydraulic models to reflect constructed facilities, provide more
detail in an area of interest, or to correct deficiencies in the original models.
These studies are typically restricted to model and mapping updates and
possibly revisions to proposed master plan improvements but are not considered
full master plan updates. These updates would involve researching any potential
physical changes, modifying the existing model, debugging, and providing full
documentation for the work. Field verification work may be required. The
Professional must have the expertise to use MODSWMM/UDSWMM, HEC-2,
HEC-RAS, HEC-HMS, EXTRAN, EPASWMM, HY-8, FLO-2D, and similar
hydrologic and hydraulic models.
2. Floodplain Modeling and Mapping Studies (including CLOMRs and LOMRs for
both FEMA and City of Fort Collins floodplain); The Utility and other City
departments periodically require floodplain studies to show the effect of proposed
projects on regulated floodplains and verify floodplain criteria is met. The
document "Guidelines for Submitting Floodplain Modeling Reports to the City of
Fort Collins" is to be used to assist in the development and review of floodplain
modeling reports. The guidelines can be found at
http://www.fcgov.com/utilities/imq/site specific/uploads/fp-modeling.pdf. The
guidelines are not an attempt to replace the FEMA requirements for submitting
CLOMRs and LOMRs, but are offered to assist in the City's review of both
FEMA-designated floodplain projects and City designated floodplain projects.
FEMA-designated floodplains include: Dry Creek, the Cache la Poudre River,
Boxelder Creek, Cooper Slough, and Spring Creek. City -designated floodplains
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include: Old Town Basin, West Vine Basin, Fossil Creek, Canal Importation
Basin, Mail Creek, McClelland's Creek and Foothills Channel, as well as other
drainage channels defined in the City's Master Plans. A floodplain modeling
report for changing a FEMA designated floodplain must address compliance with
the FEMA requirements for the project. This includes federal regulations
published in 44 CFR Part 65 on technical submittal requirements for a CLOMR
and/or a LOMR. The consultant shall also be responsible for any and all ESA
compliance requirements associated with the preparation of CLOMRs for FEMA
designated floodplains.
3. Stormwater Quality: Design, Monitoring, and Management Plans; The Utility is
also involved with the management of stormwater quality and the promotion of
wildlife habitat. Services may include design of water quality management plans,
specific on -site treatment methods, and the evaluation of existing and potential
habitat. The design and management of water quality monitoring facilities may
also be required.
4. Channel Stability Studies; With increased urbanization in the City, problem areas
have developed which require services such as: studying the channel
morphology and bank stability of creeks and ditches to determine the most
feasible solutions to the associated erosion problems; delineating erosion buffer
limits; and designating minimum channel setbacks for development. These
studies include documentation of historic channel characteristics, soil type and
gradation, and sediment transport processes.
5. Localized Drainage Problems (Minor Capital Projects); Several developed areas
throughout the City experience localized flooding during storm events which are
outside of the regional improvements proposed in the Master Plans. Depending
on the situation, the modification of detention ponds, the design of new storm
sewer pipes, inlets, swales, and outfalls may be required, as well as hydrologic
and hydraulic modeling and design of these improvements. Investigation of
existing utilities, surveying of affected areas, and assisting in the citizen
participation portion of these projects is critical to successful implementation.
Some resident engineering services may also be required during the construction
phases of these projects.
6. New Development Modeling Review; The Utility currently completes the review of
all new development plans in-house with the occasional aid of outside
Professionals to review larger time-consuming hydrologic and hydraulic models.
One of the Utilities' goals is to provide a more timely turn around of review
comments, therefore the Professional will need to provide immediate action
within a two to three week time period and in some cases even faster. The
Professional must have the expertise to accurately review
MODSWMM/UDSWMM, HEC-2, HEC-RAS, HEC-HMS, EXTRAN, EPASWMM,
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HY-8, FLO-2D and similar hydrologic and hydraulic models. The proposal should
also include a quality control program for these reviews and how any potential
conflicts of interest will be handled.
III) General Project Requirements for the Project and Future Work
All construction drawings will be generated in AutoCAD. Drawing deliverables will
include "Final - For Construction" drawings in three formats;
1. ink on mylar (stamped by a Colorado registered Professional Engineer);
2. electronic AutoCAD (Version 2008) files including all associated ctb files and Xref
files; and
3. electronic Adobe Acrobat PDF format drawings.
"As -Constructed" drawings will also be provided to the City in the same three formats at
the completion of each project. The "As -Constructed" stamped, original mylars to be
provided at the completion of the project will become the property of the City of Fort
Collins.
Prepare construction contract documents and technical specifications using the City of
Fort Collins Standard Technical Specifications in CSI format and City of Fort Collins
modified EJCDC General Conditions and standard front end documents. Also prepare
construction costs estimates -of the designed work. All documents shall be submitted in
Microsoft Word and Adobe Acrobat PDF format.
Identify all easements or properties required for construction of the project and prepare
all legal descriptions and exhibits needed by City staff in acquiring these easements
and/or properties.
All known existing utilities and structures will be identified, located and shown
horizontally and vertically, in relationship to the proposed improvements.
All applications for permits will be prepared and submitted by the consultant in
coordination with City staff.
Provide construction administration, submittal review and continuous full time field
inspection of most projects, to be determined at the time of contract negotiations.
Resident Engineer duties must be performed with experienced and qualified personnel
approved by the Utility.
Provide all surveying required for the design of the project and baseline control for
contractor use during construction.
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