HomeMy WebLinkAboutRFP - 7318 INTERPRETIVE FEATURES ON NATURAL AREASCit`y ,
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Financial Services
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Purchasing Division
215 N. Mason St. 2n0 Floor
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PO Box 580
Fart Collins, CO 80522
970.221.6775
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970.221.6707
lcgov.com/purchasing
REQUEST FOR PROPOSAL
7318 Interpretive Features on Natural Areas
The City of Fort Collins is requesting proposals for the planning, design, writing, layout,
and fabrication of interpretive panels and features to be installed on various natural
areas mostly in urban settings.
Proposals may be submitted by E-mail. E-mail submittal shall be e-mailed to:
istephen(a)fcgov.com. Please send a separate e-mail to confirm that your proposal was
received. Written proposals, five (5) copies, will be received at the City of Fort Collins'
Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524.
Proposals will be received before 3:00 p.m. (our clock), January 20, 2012 and
referenced as Proposal No. 7318. 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,
Sue Kenney at (970) 224-6118 or skenney@fcgov.com.
Questions regarding bid submittal or process should be directed to John Stephen,
CPPO, LEED AP, Senior Buyer, at (970) 221-6777 or istephen(afcgov.com.
A copy of the Proposal may be obtained as follows:
Download the Proposal/Bid from the BuySpeed Webpage,
www.fcqov.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
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,
RFP 7318 Interpretive Features on Natural Areas Page 1 of 20
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 Service Provider and mailed no later than 90 days prior to contract end.
6. Delay. If either party is prevented in whole or in part from performing its
obligations by unforeseeable causes beyond its reasonable control and without is fault
or negligence, then the party so prevented shall be excused from whatever performance
is prevented by such cause. To the extent that the performance is actually prevented,
the Service Provider must provide written notice to the City of such condition within
fifteen (15) days from the onset of such condition.
7. Early Termination by City/Notices. 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 Service Provider. Such notice shall be
mailed 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:
Service Provider:
Attn:
City:
City of Fort Collins
Attn:
PO Box 580
Fort Collins, CO 80522
Copy to:
City of Fort Collins
Purchasing Dept.
PO Box 580
Fort Collins, CO 80522
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'In the event of early termination by the City, the Service Provider shall be paid for
services rendered to the termination date, subject only to the satisfactory performance
of the Service Provider's obligations under this Agreement. Such payment shall be the
Service Provider's sole right and remedy for such termination.
8. Contract Sum. This is an open-end indefinite quantity Agreement with no
fixed price. The actual amount of work to be performed will be stated on the individual
Work Orders. The City makes no guarantee as to the number of Work Orders that may
be issued or the actual amount of services which will in fact be requested.
9. Payments.
a. The City agrees to pay and the Service Provider agrees to accept
as full payment for all work done and all materials furnished and for all costs and
expenses incurred in performance of the work the sums set forth for the hourly labor
rate and material costs, with markups, stated within the Bid Schedule Proposal
Form, attached hereto as Exhibit " ", consisting of ( ) page
and incorporated herein by this reference.
Payment shall be made by the City only upon acceptance of the work by the City
and upon the Service Provider furnishing satisfactory evidence of payment of all wages,
taxes, supplies and materials, and other costs incurred in connection with the
performance of such work.
10. Liquidated Damages. OWNER and CONTRCTOR recognize that time is
of the essence of this Agreement and that OWNER will suffer financial loss if the Work
is not completed within the times specified in the work order, plus any extensions
thereof allowed in accordance with Article 12 of the General conditions. They also
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recognize the delays, expenses and difficulties involved in proving in a legal proceeding
the actual loss suffered by OWNER if the Work is not completed on time. Accordingly
instead of requiring any such proof, OWNER and CONTRACTOR agree that as
liquidated damages for delay (but not as penalty) CONTRACTOR shall pay OWNER the
amount set forth in each Work Order.
11. City Representative. The City's representative will be shown on the
specific Work Order and shall make, within the scope of his or her authority, all
necessary and proper decisions with reference to the work requested. All requests
concerning this Agreement shall be directed to the City Representative.
12. Independent Contractor. It is agreed that in the performance of any
services hereunder, the Service Provider is an independent contractor responsible to
the City only as to the results to be obtained in the particular work assignment and to
the extend that the work shall be done in accordance with the terms, plans and
specifications furnished by the City.
13. Personal Services. It is understood that the City enters into the
Agreement based on the special abilities of the Service Provider and that this
Agreement shall be considered as an agreement for personal services. Accordingly,
the Service Provider shall neither assign any responsibilities nor delegate any duties
arising under the Agreement without the prior written consent of the city.
14. Acceptance Not Waiver. 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 under the Agreement or of any cause of action.arising out of the performance of
this Agreement.
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15. Warranty.
a. Service Provider warrants that all work performed hereunder shall
be performed with the highest degree of competence and care in accordance with
accepted standards for work of a similar nature.
b. Unless otherwise provided in the Agreement, all materials and
equipment incorporated into any work shall be new and, where not specified, of the
most suitable grade of their respective kinds for their intended use, and all
workmanship shall be acceptable to City.
c. Service Provider warrants all equipment, materials, labor and other
work, provided under this Agreement, except City -furnished materials, equipment
and labor, against defects and nonconformances in design, materials and
workmanship/workwomanship for a period beginning with the start of the work and
ending twelve (12) months from and after final acceptance under the Agreement,
regardless whether the same were furnished or performed by Service Provider or by
any of its subcontractors of any tier. Upon receipt of written notice from City of any
such defect or nonconformances, the affected item or part thereof shall be
redesigned, repaired or replaced by Service Provider in a manner and at a time
acceptable to City.
16. 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
thereof.
17. Remedies. In the event a party has been declared in default, such
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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.
18. 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 representative, successors and assigns of said parties.
19. Indemnity/Insurance.
a. The Service Provider agrees to indemnify and save harmless the
City, its officers, agents and employees against and from any and all actions, suits,
claims, demands or liability of any character whatsoever, brought or asserted for
injuries to or death of any person or persons, or damages to property arising out of,
result from or occurring in connection with the performance of any service
hereunder.
b. The Service Provider shall take all necessary precautions in
performing the work hereunder to prevent injury to persons and property.
c. Without limiting any of the Service Provider's obligations hereunder,
the Service Provider shall provide and maintain insurance coverage naming the City
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as an additional insured under this Agreement of the type and with the limits
specified within Exhibit " ", consisting of ( ) page attached
hereto and incorporated herein by this reference. The Service Provider before
commencing services hereunder, shall deliver to the City's Director of Purchasing
and Risk Management, P. O. Box 580, Fort Collins, Colorado 80522 one copy of a
certificate evidencing the insurance coverage required from an insurance company
acceptable to the city.
20. Entire Agreement. This Agreement, along with all Exhibits and other
documents incorporated herein, shall constitute the entire Agreement of the parties.
Covenants or representations not contained in this Agreement shall not be binding on
the parties.
21. Law/Severability, This Agreement shall be governed in all respect by the
laws of the State of Colorado. 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.
22. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-
101, C.R.S., et. seq., Service Provider represents and agrees that:
a. As of the date of this Agreement:
1. Service Provider does not knowingly employ or contract with an
illegal alien who will perform work under this Agreement; and
2. Service Provider will participate in either the 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
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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.
1.
b. Service Provider shall not knowingly employ or contract with an
illegal alien to perform work under this Agreement or knowingly enter into a contract
with a subcontractor that knowingly employs or contracts with an illegal alien to
perform work under this Agreement.
c. Service Provider is prohibited from using the e-Verify Program or
Department Program procedures to undertake pre -employment screening of job
applicants while this Agreement is being performed.
d. If Service Provider obtains actual knowledge that a subcontractor
performing work under this Agreement knowingly employs or contracts with an illegal
alien, Service Provider shall:
Notify such subcontractor and the City within three days that
Service Provider has actual knowledge that the subcontractor is employing or
contracting with an illegal alien; and
2. Terminate the subcontract with the subcontractor if within
three days of receiving the notice required pursuant to this section the subcontractor
does not cease employing or contracting with the illegal alien; except that Service
Provider shall not terminate the contract with the subcontractor if during such three days
the subcontractor provides information to establish that the subcontractor has not
knowingly employed or contracted with an illegal alien.
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e. Service Provider shall comply with any reasonable request by the
Colorado Department of Labor and Employment (the "Department") made in the
course of an investigation that the Department undertakes or is undertaking
pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S.
f. If Service Provider violates any provision of this Agreement
pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City may
terminate this Agreement. If this Agreement is so terminated, Service Provider shall
be liable for actual and consequential damages to the City arising out of Service
Provider's violation of Subsection 8-17.5-102, C.R.S.
g. The City will notify the Office of the Secretary of State if Service
Provider violates this provision of this Agreement and the City terminates the
Agreement for such breach.
23. 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 ( ) page attached hereto and incorporated herein by this
reference.
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CITY OF FORT COLLINS, COLORADO
a municipal corporation
By:
James B. O'Neill II, CPPO
Director of Purchasing and Risk Management
Date:
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
in
Print Name
Corporate President or Vice President
Date:
ATTEST
Corporate Secretary
(Corporate Seal)
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EXHIBIT A
WORK ORDER FORM
PURSUANT TO AN AGREEMENT BETWEEN
THE CITY OF FORT COLLINS
AND
DATED:
Work Order Number:
Purchase Order Number:
Project Title:
Commencement Date:
Completion Date:
Maximum Fee: (time and reimbursable direct costs):
Project Description:
Scope of Services:
Professional agrees to perform the services
identified above and on the attached forms in
accordance with the terms and conditions
contained herein and in the Professional
Services Agreement between the parties. In
the event of a conflict between or ambiguity in
the terms of the Professional Services
Agreement and this work order (including the
attached forms) the Professional Services
Agreement shall control.
The attached forms consisting of _ (_)
pages are hereby accepted and incorporated
herein, by this reference, and Notice to
Proceed is hereby given.
User Acceptance
City of Fort Collins
By:
Director of Purchasing and Risk Management
(over $60,000.00)
Date:
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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
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EXHIBIT
INSURANCE REQUIREMENTS
1. The Service Provider 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 Service Provider 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 Service Provider, 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 Service Provider under this Agreement. The City, its officers, agents
and employees shall be named as additional insureds on the Service Provider's general liability
and automobile liability insurance policies for any claims arising out of work performed under
this Agreement.
2. Insurance coverages shall be as follows:
A. Workers' Compensation & Employer's Liability. The Service Provider
shall maintain during the life of this Agreement for all of the Service Provider'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 Service Provider 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 Service Provider 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.
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7318 INTERPRETIVE FEATURES ON NATURAL AREAS
GENERAL DESCRIPTION
The City of Fort Collins Natural Areas Department is requesting proposals for the
planning, design, writing, layout, and fabrication of interpretive panels and features to be
installed on various natural areas mostly in urban settings.
Several of the natural areas interpretive features must be planned and coordinated with
other partners including the City.of Fort Collins Parks and Utility departments, Fort
Collins Museum of Discovery, and Larimer County Natural Resources Department.
The interpretive features should balance the aesthetics of the natural areas and take
advantage of the scenic beauty and other natural resources and of select cultural
resources. It is the desire of the Natural Areas Department to have creative and unique
interpretive features at its natural areas, that are appropriate for the subject matter and
audience, and that are presented in a dynamic and engaging manner, including
incorporating appropriate modern communication technology (i.e. Quick Response
codes, messages that change with changing conditions, and others that reflect
changing trends in outdoor interpretation). Interpretive features must provide
entertaining, accurate, and meaningful interpretive experiences for the visitors. The
interpretive features usually should accommodate a wide range of visitor ages and
abilities, and enable visitors to use multiple senses and learning styles. The features
should be inviting, drawing in visitors with dynamic illustrations, easy -to -read active
voice text, and three dimensions as appropriate, that allow visitors to learn through
exploration.
In some cases, the interpretive features will have messages that inform and direct
visitors' behavior in order to protect the resource and avoid conflicts with other users. A
sense of ownership and stewardship are key components of the visitor experience.
BACKGROUND
The Natural Areas Department has conserved 41,000 acres and manages 34,500 acres
in 43 natural areas in northern Colorado.
The mission of the City of Fort Collins Natural Areas Department is to protect and
enhance lands with existing or potential natural areas values, lands that serve as
community separators, and lands with scenic values. Protection of natural habitats and
features is the highest priority, while providing opportunities for education and recreation
for the Fort Collins community.
The mission of the City of Fort Collins Natural Areas Department's education division is
to increase the public's awareness of natural areas, promote understanding of natural
systems, and foster each individual's realization of the importance and meaning natural
places add to our lives.
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SCOPE OF WORK
The awarded service provider will attend site visits and conceptual review meetings as
necessary and determined by the designated project manager. They will provide notes
from these meeting and, working with the project manager, will establish a design and
implementation schedule. They will develop a brief design narrative for purposes of
overall unity and planning in which objectives, concepts, and themes are included.
The service provider may be responsible for considerable background and content
research pertaining to ecology and cultural history. They will make recommendations for
appropriate technology, quantity, size, placement and medium(s) most suitable for each
site.
The awarded service provider must provide conceptual designs and text of all features
for review by the project manager and review committee; provide revisions in illustration
and draft text as required; provide final art and text for sign -off before fabrication;
generate materials for fabrication; arrange for fabrication with a reputable company
subject to the City's approval; and arrange for delivery of all features and mounting
hardware to the City of Fort Collins. Installation, including backing and stanchions will
be provided by the Natural Areas Department.
The interpretive features will be located near trails, parking lots, and historic features.
The interpretive features may be subject to vandalism and to extremes of weather
including intense exposure to the sun. The Natural Areas Department has experienced
many interpretive panel failures due to heat and sun exposure. The vendor will provide
recommendations on sign design and fabrication processes to avoid this in the future.
The fabrication process must protect against fading, cracking, browning, and other
damage caused by exposure to the sun or to temperature extremes, and carry an
industry -standard or better warranty.
The awarded service provider must indefinitely archive (no time limit) all materials and
provide support to the City for future replacement of signs and features as necessary.
They must provide pdf files of all final features (including sizes) to the City.
They must incorporate the City of Fort Collins Natural Areas Department branding and
messaging and work to make a unified product. Other inter -departmental and inter-
agency branding and messaging efforts may also be a factor at some natural areas.
TIMEFRAME
Several small interpretive projects will be initiated and completed in 2012. Larger
projects will begin planning and preliminary design phase in 2012 with implementation
and completion to be determined and agreed upon by the service provider and the
project manager.
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SUBMITTAL INFORMATION
Proposals must include the following information
• An organization chart or description
• Brief history of your firm
• Statement as to why your firm is qualified to do the work
• Examples of three similar projects
• Names and resume of key personnel, experience, function, and percent of time
they will be involved with the project
• Billing rates by job function
• A list of three references, including name and contact information.
Proposals will be reviewed and ranked by a committee. Selected finalists may, at the option of
the committee, be invited to make a presentation before the committee.
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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 City reserves the right to award on written proposals only.
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
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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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 "Service
Provider".
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed
by and between the parties hereto as follows:
Services to be Performed.
a. This Agreement shall constitute the basic agreement between the
parties for services for . The conditions set forth herein shall apply to all
services performed by the Service Provider on behalf of the City and particularly
described in Work Orders agreed upon in writing by the parties from time to time.
Such Work Orders, a sample of which is attached hereto as Exhibit "A", consisting of
) page(s) and 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 $ . The only services authorized under this agreement are those which
are performed after receipt of such Work Order, except in emergency circumstances
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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.
b. The City may, at any time during the term of a particular Work
Order and without invalidating the Agreement, make changes within the general
scope of the particular services assigned and the Service Provider agrees to perform
such changed services.
2. Changes in the Work. The City reserves the right to independently bid
any services rather than issuing work to the Service Provider pursuant to this
Agreement. Nothing within this Agreement shall obligate the City to have any particular
service performed by the Service Provider.
3. Time of Commencement and Completion of Services. The services to be
performed pursuant to this Agreement shall be initiated as specified by each written
Work Order or oral emergency service request. Oral emergency service requests will
be acted upon without waiting for a written Work Order. Time is of the essence.
4. Contract Period {Option 11 This Agreement shall commence upon the
date of execution shown on the signature page of this Agreement and shall continue in
full force and effect for one (1) year, unless sooner terminated as herein provided. In
addition, at the option of the city, the Agreement may be extended for an additional
period of one (1) year at the rates provided with written notice to the professional mailed
no later than 90 days prior to contract end.
5. Contract Period. {Option 2] This Agreement shall commence ,
200 and shall continue in full force and effect until 200 unless sooner
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