HomeMy WebLinkAboutCORRESPONDENCE - RFP - 7358 PHOTO SIMULATIONS FOR MAX RAPID TRANSIT STATIONSCONTRACT CHECKLIST FOR COMPETITIVE PROPOSALS
RFP No./Title: 7358 Photo Simulations for MAX Bus Rapid Transit Stations
Checklist Item
Contract File
Comments
Location
7) Independent Cost Estimate
See attached I.C.E. dated
The City made and documented an
03/01/12
independent cost estimate before receipt of
proposals.
9) Unreasonable Qualification
No
Requirements This solicitation did not contain
unreasonable requirements placed on firms in
order for them to qualify to do business.
10) Unnecessary Experience and
No
Excessive Bonding
Unnecessary experience and excessive
bonding requirements were not included in
this solicitation or contract documents.
11) Organizational Conflict of
No
Interest (OCI)
If there is an apparent or potential OCI the
solicitation contains provisions to eliminate or
mitigate the conflict (e.g. by inserting a clause
that prohibits the contractor from competing
for the follow-on contract to the current design
or research contact) and OCI Certification is
submitted by the contractor.
12) Arbitrary Action
No
There was no arbitrary action in the
procurement process. (An example of
arbitrary action is when award is made to
other than the contractor who most satisfied
all the City requirements as specified in the
solicitation and as evaluated by staff.
13) Brand Name Restrictions
No
Brand Name or Equal. When it is impractical
or uneconomical to provide a clear and
accurate description of the technical
requirements of the property to be acquired, a
"brand name or equal" description may be
used to define the performance or other
salient characteristics of a specific type of
property. The City must identify the salient
characteristics of the named brand that
offerors must provide. When using a "brand
name" specification, the City does not need to
reverse -engineer a complicated part to
identify precise measurements or
specifications in order to describe its salient
characteristics. FT A's "Best Practices
Procurement Manual," (BPPM) contains
additional information on preparation of
specifications including examples with
specific language
14) Geographic Preferences
No
The solicitation contains no in -State or local
geographic preference except where Federal
statutes mandate or encourage them.
Page 3 of 4
From: David Carey
Sent: Wednesday, April 04, 2012 5:05 PM
To: Erika Keeton
Cc: Holly Reynerson
Subject: FW: RFP 7358 Photo Simulations for MAX Bus Rapid Transit Stations -Proposal Evaluation Summary
Importance: High
Erika,
Before we award this RFP, can you provide any information on IBI Group per below. Thanks.
David
David Carey, CPPB
Buyer -City of Fort Collins
Phone: (970) 416-2191
Email: dcarey@fcgov.cOm
From: David Carey
Sent: Wednesday, April 04, 2012 5:00 PM
To: Holly Reynerson
Subject: RE: RFP 7358 Photo Simulations for MAX Bus Rapid Transit Stations -Proposal Evaluation Summary
Importance: High
Holly,
I reviewed results with Jim. Before proceeding, need to determine IBI's current relationship with the City and if
there is any conflict. They stated that they are "part of a team providing a wide range of services... for the MAX
BRT Station Design" and "have worked with City staff in completing simulations for Troutman and Mountain
Station."
Who is the team (working with Michael Baker Jr. Inc.?) and City staff they,have worked with or are working with?
I can contact either IBI or Erika Keeton. Do you know any details?
David
From: Holly Reynerson
Sent: Wednesday, April 04, 2012 9:25 AM
To: David Carey
Subject: RE: RFP 7358 Photo Simulations for MAX Bus Rapid Transit Stations -Proposal Evaluation Summary
Ok — great :)
Holly Reynerson
Marketing I Communications
City of Fort Collins
p.970-416-2303//f.970-416-2081 H w.fcgov.com/pdt
From: David Carey
Sent: Wednesday, April 04, 2012 9:15 AM
To: Holly Reynerson
Subject: RE: RFP 7358 Photo Simulations for MAX Bus Rapid Transit Stations -Proposal Evaluation Summary
I will review with Jim and let you know later today
4/13/2012
Page 4 of 4
From: Holly Reynerson
Sent: Wednesday, April 04, 2012 9:13 AM
To: David Carey
Subject: RE: RFP 7358 Photo Simulations for MAX Bus Rapid Transit Stations -Proposal Evaluation Summary
Thanks, David. Let's proceed to select IBI Group for the job!
Holly Reynerson
Marketing I Communications
City of Fort Collins
p. 970-416-2303 // f. 970-416-2081 // w. fcgov.com/pdt
From: David Carey
Sent: Tuesday, April 03, 2012 6:41 PM
To: Holly Reynerson
Subject: RFP 7358 Photo Simulations for MAX Bus Rapid Transit Stations -Proposal Evaluation Summary
Holly,
See attached Proposal Evaluation Summary file. Please review and advise how you would like to proceed. I will
then review results with Jim O'Neill when he returns to the office tomorrow after being out Monday and Tuesday
Scores are CONFIDENTIAL and not to be shared beyond the team members.
David
4/13/2012
15) Contract Term Limitation
No
The contract period of performance for rolling
stock and replacement parts does not exceed
five (5) years inclusive of options without prior
written FTA approval. For all other types of
contracts, the procurement file contains
evidence that the contract term is based on
sound business judgment.
16) Written Procurement Selection
Yes
Procedures
The City has written selection procedures and
the solicitation also identifies all requirements
that offerors must fulfill and all other factors to
be used in evaluating bids or proposals.
17) Solicitation Prequalification
NA
Criteria
The solicitation required prequalification of
persons, firms, or products. The list is current
includes enough qualified sources to ensure
maximum full and open competition, and
potential bidders are not precluded from
qualifying during solicitation period from
issuance of the solicitation to its closing date.
If the solicitation does not contain a
prequalification requirement, check NA.
18) Award to Responsible
Yes.
Contractor
The City made a determination that it was
1. Y
awarding to a responsible contractor
2 Y
considering such matters as contractor
3. Y
integrity, compliance with public policy, record
of past performance, and financial and
4. Y
technical resources.
5. Y
1. Appropriate Financial, equipment, facility
and personnel. (Y/N)
2. Ability to meet delivery schedule. (Y/N)
3. Satisfactory period of performance. (Y/N)
4. Satisfactory record of integrity, not on
declined or suspended listings. (Y/N)
5. Receipt of all necessary data from
vendor. Y/N
19) Sound and Complete Agreement
Yes — Per Professional Services
This contract is a sound and complete
Agreement for RFP# 7358.
agreement. In addition, it includes remedies
for breach of contract and provisions covering
termination for cause and convenience.
24) Clear, Accurate, and Complete
Yes — Per the Request for
Specification
Proposal (RFP) document.
A complete, adequate, and realistic
specification or purchased description was
available and included any specifications and
pertinent attachments which define the items
or services sought in order for the bidder to
properly respond.
25) Two Bidders
Proposals were received from
Two or more responsible bidders were willing
three responsible bidders.
and able to compete effectively for the
business.
26) Firm Fixed Price
Yes
A firm fixed price contract was appropriate for
this procurement.
29) Advertising
Yes — Per City of Fort Collins
The Invitation for Bids was publically
Purchasing webpage.
advertised.
30) Adequate Number of Sources
Yes
Solicited
Bids were solicited from an adequate number
of known suppliers.
36) Evaluation
Yes
A method is in place for conducting technical
evaluations of the proposals received and the
solicitation has evaluation factors identified
along with their relative importance.
37) Price and Other Factors
Yes
For this procurement, award was made to the
responsible firm whose proposal is most
advantageous to the grantee's Program with
rice and other factors considered.
40) Evaluation of Options
Yes
The option quantities or periods contained in
the contractor's bid or offer were evaluated in
order to determine contract award. (To be
eligible for Federal funding, options must be
evaluated as part of the price evaluation of
offers, or must be treated as sole source
awards.
41) Cost or Price Analysis
Yes
Either a cost analysis or a price analysis was
performed and documented. The price was
determined to be fair and reasonable.
42) Written Record of Procurement
Yes
History
The file contains records detailing the history
of this procurement. At a minimum, these
records include:
(1) the rationale for the method of
procurement,
(2) Selection of contract type,
(3) reasons for contractor selection or
rejection, and
4 the basis for the contract price.
43) Exercise of Options
NA
The grantee exercised an option on this
contract adhering to the terms and conditions
of the option stated in the contract and
determined that the option price was better
than prices available in the market or that the
option was a more advantageous offer at the
time the option was exercised.
If an option was not exercised under this
contract, check NA.
44) Out of Scope Changes
NA
The grantee amended this contract outside
the scope of the original contract. The
amendment was treated as a sole source
procurement (complying with the FTA
requirements for a justification, cost analysis
and profit negotiation).
45) Advance Payment Provisions
No
The contractor did not receive an advance
payment utilizing FTA funds and the contract
does not contain advance payment provisions
or, if it did, prior written concurrence was
obtained from FTA.
46) Progress Payment Provisions
No
The contract contains progress payments
based on costs incurred (as opposed to
percent of completion) and the contract
contains a provision giving the grantee title to
property (materials, work in progress, and
finished goods) for which progress payments
are made. The contract may contain other
security in lieu of obtaining title.
47) Time and Materials Contracts
No
This is a time and materials contract; the
grantee determined that no other type of
contract is suitable; and the contract specifies
a ceiling rice.
48) Cost Plus Percentage of Cost
Yes
This is not a cost plus a percentage of cost
type contract.
49) Liquidated Damages Provisions
No
This contract contains liquidated damages
provisions and the assessment for damages
is specified in the contract at a specific rate
per day for each day of overrun in contract
time.
50) Piggybacking
No
1) The file contains: Assignability provisions.
2) The procurement file contains: Price
reasonableness determination.
56) Clauses
Yes
This contract contains the appropriate FTA
required clauses.
Exclude Parties Search
Yes
EPS run and include in the file
EPLS Search Results
Page I of 1
Search Results Exclude
Firm, Entity, or Vessel : IBI
State: COLORADO
as of 04-Apr-2012 5:57 PM
_ E�ccland'ecli>?aGtiies;Li's�S;ysterru�
d
By
Group
EDT
Your search returned no results.
https://www.epls.gov/epls/search.do,jsessionid=B29E I32E572AE4C379193CE46683174l?... 4/4/2012
GtvW
Collins Independent Cost Estimate
Date of Estimate'. 1-Mar-12
Compact Type. REP
Existing Contract or PD (YN)'. N
Description of Goods (A) or Semces (8)'.
Production of high quality photo simulation- Our project will be purchasing (4) photo simulations, so we expect the once will be
about $2.000 ea. based on the past pricing below, $6,000 total for (4).
I have obtained the following estimate from;
Published Ends List Past Ebbing (date) =007
Engineering or Techincal Estimate (performed by)
Independent Third Parry Estimate (performed by)
Other(spetlfiy)
Cast Estimate Details'.
(Estimate calculated m US Dopers)
Cost of Standard Items
Cost of Services, Repa Ira, or Nan -Standard Items
Item,ask:
Materials or Work Desohption
Other Direct
Costs
Labor
Rate ($)
Labor
Hours
Allocated
Overhead
SG&A'
Profit
TOTAL
Professional Dart, S....
E 90,00
20.75
5 1,867.50
5
5
Total
E 1.86).50
o�s� 4M•o"m ur emlye. saro.....,ao
,mnemmmar.. e.P"...
Signature of Prep..,.Holly Raynerson' "-=o:<"m""�"."`°"`°°'"''
emaiF.M.... .om.nUS
NC N'ewlands & Company, Inc.
740 SW 21st Avenue, Suite 330
Portland, OR 97205
Invoice Submitted to:
i
I{urt Ravenschlag
City of Fort Collins
P.O. Box 580
Fort Collins, CO 80522
Tuesday, February 27,2007
In Reference To: CO #66062 0
Invoice # 10530
Professional Services
Collett, Paul
beser, Paul
For professional services rendered
Thank you for your business)
Tel: (503) 287-8000
Tax ID:91-181-7350
Venz;orlSuppliar #
®V # Batch #
PV # Batch #
Hrs/Rate Amount
2.50 $225.00
90.00/hr
18.25 $1,642.50
90.00/hr
20.75 �,86
Page 1 of 4
David Carey
From:
Jim O'Neill
Sent:
Tuesday, April 10, 2012 1:20 PM
To:
Holly Reynerson; David Carey
Cc:
Ryan Burke
Subject: RE: RFP 7358 Photo Simulations for MAX Bus Rapid Transit Stations -Proposal Evaluation
Summary
Ok lets proceed with this. Thanks. Jim
Jim O'Neill, FNIGP, CPPO
_
TN
Director of Purchasing and Risk Management
970-221-6779
PO Box 580
Fort Collins, CO 80522
From: Holly Reynerson L_ --
Sent: Tuesday, April 10, 2012 11:43 AM
To: David Carey; Jim O'Neill
Cc: Ryan Burke
Subject: RE: RFP 7358 Photo Simulations for MAX Bus Rapid Transit Stations -Proposal Evaluation Summary
Importance: High '
The pricing used in the ICE was from work done in 2007, so it is expected that overhead and labor costs have
risen since that time (5 years ago). Also, there is a greater chance for price variance when purchasing creative
services due to the nature of the work. The proposal that we have selected is from a top-level firm, so it's
reasonable that their prices are slightly higher due to the superb quality of their work. The lowest priced proposal
that we received was from a company that did not have that quality of production nor the experience that we were
seeking for this project.
Let me know if you need anything else. We'd super eager to get started!
Holly
Holly Reynerson
Marketing I Communications
City of Fort Collins
p. 970-416-2303 // f. 970-416-2081 // w. fcgov.com/pdt
From: David Carey
Sent: Monday, April 09, 2012 2:00 PM
To: Holly Reynerson
Cc: Ryan Burke
Subject: RE: RFP 7358 Photo Simulations for MAX Bus Rapid Transit Stations -Proposal Evaluation Summary
There is no document that I am aware of. Please write a justification for paying the higher quoted price and send
to Jim and I for review. Thanks.
From: Holly Reynerson
Sent: Monday, April 09, 2012 12:41 PM
To: David Carey
4/13/2012
Page 2 of 4
Cc: Ryan Burke
Subject: RE: RFP 7358 Photo Simulations for MAX Bus Rapid Transit Stations -Proposal Evaluation Summary
Great news! :)
How do I complete the analysis to justify the higher price — do I just write a paragraph and send it to you or is
there a document for me to fill out?
Thanks,
Holly
Holly Reynerson
Marketing I Communications
City of Fort Collins
p. 970-416-2303 // f. 970-416-2081 // w. fcgov.com/pdt
From: David Carey
Sent: Monday, April 09, 2012 11:47 AM
To: Holly Reynerson
Cc: Erika Keeton; Jim O'Neill
Subject: RE: RFP 7358 Photo Simulations for MAX Bus Rapid Transit Stations -Proposal Evaluation Summary
Holly,
Based on input from both Erika and you, and further review by Jim O'Neill, he has approved proceeding with IBI
for the award of this RFP. I will prepare the necessary FTA paperwork Purchasing is responsible for. You will
need to do an analysis to justify paying the price included in IBI's proposal versus the I.C.E. and lowest price
proposed. Thanks.
David
From: Holly Reynerson
Sent: Thursday, April 05, 2012 9:13 AM
To: Erika Keeton; David Carey
Subject: RE: RFP 7358 Photo Simulations for MAX Bus Rapid Transit Stations -Proposal Evaluation Summary
Thanks, Erika! David — please let me know the final verdict from Purchasing.
Holly Reynerson
Marketing I Communications
City of Fort Collins
p. 970-416-2303 // f. 970-416-2081 // w. fcgov.com/pdt
From: Erika Keeton
Sent: Thursday, April 05, 2012 8:41 AM
To: David Carey
Cc: Holly Reynerson
Subject: RE: RFP 7358 Photo Simulations for MAX Bus Rapid Transit Stations -Proposal Evaluation Summary
IBI is a sub -consultant to Michael Baker Jr. who is the design engineer for the MAX BRT project. IBI was
responsible for the architectural components of the project design, which were mostly the shelters and shelter
platforms. We will continue to have a relationship with them for construction phase services through 2014. I do
not believe this is in conflict with the photo simulation work, but more of an extension of work they have already
completed for Engineering.
4/13/2012