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Purchasing Division
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970.221.6775
Purchasing
970.221.6707
fcgov_coWpurchasing
REQUEST FOR PROPOSAL
7285 IT SUPPORT SERVICES FOR MPO
The City of Fort Collins on behalf of the North Front Range Metropolitan Planning Organization,
hereinafter referred to as "NFRMPO" or "MPO", is soliciting proposals for ongoing IT support
services for their office at 419 Canyon Avenue, Suite 300, Fort Collins, CO and server bank held
by the City of Fort Collins at 215 N. Mason St., Fort Collins, CO 80521..
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), October 12, 2011 and referenced as Proposal No.
7285. 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 regarding bid submittal or process should be directed to Ed Bonnette, CPM, CPPB,
Buyer, at (970) 416-2247 or ebonetteCcDfcgov.com.
A copy of the Proposal may be obtained as follows:
Download the Proposal/Bid from the BuySpeed Webpage,
www.fcqov.com/eprocuremen
The City of Fort Collins is subject to public information laws, which permit access to most
records and documents. Proprietary information in your response must be clearly identified and
will be protected to the extent legally permissible. Proposals may not be marked 'Proprietary' in
their entirety. Information considered proprietary is limited to material treated as confidential in
the normal conduct of business, trade secrets, discount information, and individual product or
service pricing. Summary price information may not be designated as proprietary as such
information may be carried forward into other public documents. All provisions of any contract
resulting from this request for proposal will be public information.
Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have
a financial interest in the sale to the City of any real or personal property, equipment, material,
supplies or services where such officer or employee exercises directly or indirectly any decision -
making authority concerning such sale or any supervisory authority over the services to be
rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift,
gratuity favor, entertainment, kickback or any items of monetary value from any person who has
or is seeking to do business with the City of Fort Collins is prohibited.
Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be
rejected and reported to authorities as such. Your authorized signature of this proposal assures
that such proposal is genuine and is not a collusive or sham proposal.
The City of Fort Collins reserves the right to reject any and all proposals and to waive any
irregularities or informalities.
Sincerely,
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
RFP 7285 IT Support Services for MPO Page 1 of 25
PLEASE GO TO www.fcqov.com/eprocurement TO REGISTER IN OUR E-PROCUREMENT
SYSTEM FOR FUTURE BID OPPORTUNITIES! BE SURE TO SELECT ALL APPROPRIATE
COMMODITY CODES.
COMMODITY CODES USED FOR THIS RFP:
920-31 Installation of Computers, Peripherals, and Related Equipment (Including Software)
920-35 Modification of Existing Equipment (Including Cost of Parts)
920-37 Networking Services (Including Installation, Security, and Maintenance )
920-39 Processing System Services, Data (Not Otherwise Classified)
920-40 Programming Services, Computer
920-64 System Implementation and Engineering Services
Section 6.0: Proposal Acceptance
All proposals shall remain subject to initial acceptance 90 days after the day of submittal.
Vendor Statement:
I have read and understand the specifications and requirements for this bid and I agree
to comply with such specifications and requirements. I further agree that the method of
award is acceptable to my company. I also agree to complete AGREEMENT with the
NORTH FRONT RANGE TRANSPORTATION AND AIR QUALITY PLANNING
COUNCIL (the "MPO") within 30 days of notice of award. If contract is not completed
and signed within 30 days, MPO reserves the right to cancel and award to the next
highest rated firm.
NOTE: VENDOR STATEMENT IS TO BE SIGNED & RETURNED WITH YOUR
PROPOSAL.
FIRM NAME:
ADDRESS:
EMAIL ADDRESS: PHONE:
BIDDER'S NAME:
SIGNATURE:
PRIMARY SERVICES ISSUES CONTACT:
TELEPHONE: FAX:
EMAIL:
CELL: EMERGENCY:
BACKUP:
RFP 7285 IT Support Services for MPO Page 10 of 25
Award and Contract Process
1. The MPO reserves the right to award directly as a result of the written proposals. The
MPO may or may not opt to conduct oral interviews.
2. The selected Contractor shall be expected to sign the MPO's standard Agreement
prior to commencing Services (see sample attached to this Proposal). The contract(s)
will be awarded for one year with annual reviews and potential one-year extensions up
to a maximum five-year period.
3. The MPO reserves the right to negotiate with any vendor as meets the needs of the
MPO. The MPO reserves the right to reject any or all proposals, and to waive any
irregularities.
RFP 7285 IT Support Services for MPO Page 11 of 25
** SAMPLE **
AGREEMENT BETWEEN
THE NORTH FRONT RANGE TRANSPORTATION AND AIR QUAILITY PLANNING
COUNCIL
AND
XXXXXXXXXX.
THIS AGREEMENT is made and entered into this _ day of Month, 2011, by and
between THE NORTH FRONT RANGE TRANSPORTATION AND AIR QUALITY PLANNING
COUNCIL (the "MPO") and XXXXXXXXXXXXX ("Contractor").
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. Professional shall perform IT type tasks and related work as
needed, as described in Request for Proposal, Exhibit A, Scope of Services. The scope of
services to be performed pursuant to this Agreement shall be performed in accordance with the
Work Schedule stated on each Work Order, a sample of which is attached hereto as Exhibit B
and incorporated herein by this reference. The MPO 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. Time. The services to be performed pursuant to this Agreement shall be initiated
as specified on each Work Order. Time is of the essence. Any extensions of any time limit
must be agreed upon in writing by the parties hereto.
3. Term. This Agreement shall commence on and shall continue in full
force and effect until , unless terminated sooner as herein provided. In addition, at
the option of the MPO, the Agreement may be extended for additional one year periods not to
exceed four (4) additional one year periods. 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
Professional and mailed no later than ninety (90) days prior to contract end.
4. 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
RFP 7285 IT Support Services for MPO Page 12 of 25
according to the terms of this agreement, such party may be declared in default, and this
Agreement may be terminated.
5. Early Termination by MPO. Notwithstanding the time periods contained herein, the MPO
may terminate this Agreement at any time for the MPO's convenience or because of the failure
of Contractor to fulfill the contract obligations. If the necessary funds are not available to fund
this project, the Agreement may be terminated immediately and the Contractor paid for services
rendered up to the time of termination. The MPO shall terminate by providing at least fifteen (15)
days prior written notice of termination by delivering to Contractor a notice of termination
specifying the nature, extent, and effective date of the termination. Upon receipt of the notice,
Contractor shall immediately discontinue all services affected (unless the notice directs
otherwise) and deliver to the MPO all data, drawings, specifications, reports, estimates,
summaries, and other information and materials accumulated in performing this contract,
whether completed or in process. If the termination is for convenience, the MPO shall make an
equitable adjustment in the contract price but shall allow no anticipated profit on unperformed
services. If the termination is for failure of Contractor to fulfill the contract obligations, the MPO
may complete the work and Contractor shall be liable for any additional cost incurred by the
MPO. If, after termination for failure to fulfill contract obligations, it is determined that Contractor
was not in default, the rights and obligations of the parties shall be the same as if the
termination had been issued for the convenience of the MPO.
6. Opportunity to Cure. In the case of a breach or default, the MPO may, in its sole
discretion, allow Contractor a period of time in which to cure the defect. In such case, the notice
of termination shall state the time period in which cure is permitted and other appropriate
conditions. If Contractor fails to remedy to the MPO's satisfaction the breach or default or any of
the terms, covenants, or conditions of this Agreement within ten (10) days after receipt by
Contractor of written notice from the MPO setting forth the nature of said breach or default, the
MPO may terminate the Agreement without any further obligation to Contractor and seek
damages, may treat the Agreement as continuing and require specific performance, or may
avail itself of any other remedy at law or equity. If the MPO commences legal or equitable
actions against Contractor, Contractor shall be liable to the MPO for the MPO's reasonable
attorney fees and costs incurred because of the default. Any such termination for default shall
not in any way operate to preclude the MPO from also pursuing all available remedies against
Contractor and its sureties for said breach or default.
7. Waiver of Remedies for any Breach. If the MPO elects to waive its remedies for
any breach by Contractor of any covenant, term or condition of this Agreement, such waiver by
the MPO shall not limit the MPO's remedies for any succeeding breach of that or of any other
term, covenant, or condition of this Agreement.
8. Responsibility. Contractor shall be responsible for the Contractor quality,
technical accuracy, timely completion and the coordination of all services rendered by the
Contractor, including but not limited to designs, plans, reports, and specifications, and shall,
without additional compensation, promptly remedy and correct any errors, omissions, or other
deficiencies. The Contractor shall monitor its performance under this Agreement to ensure that
time schedules are being met, the Budget and Scope of Work are being met within the specified
time periods, and other performance goals are being achieved.
9. Indemnification. Contractor shall indemnify, hold harmless and defend the MPO
and its representatives, officers, employees, agents, and contractors from and against all
liabilities, penalties, costs, losses, damages, expenses, causes of action, claims, demands, or
RFP 7285 IT Support Services for MPO Page 13 of 25
judgments, including, without limitation, reasonable attorney fees, arising from or in any way
connected with injury to or the death of any person or physical damage to any property resulting
from any act, omission, condition, or other matter related to this Agreement:
10. Insurance. Contractor shall maintain commercial general liability insurance in the
amount of $500,000 combined single limits, and errors and omissions insurance in the amount
of $1,000,000.
11. Compensation. In consideration of the services to be performed pursuant to this
Agreement, the MPO agrees to pay Professional on a time and reimbursable direct cost basis
designated in Exhibit X, attached hereto and incorporated herein by this reference. At the
election of the MPO, each Work Order may contain a maximum fee, which shall be negotiated
by the parties hereto for each such Work Order. Monthly invoices are required and shall include
a description of services performed, along with number of hours and stated rates per hour.
Supporting documentation shall also be submitted for any reimbursable direct costs. The
amounts of all such billings shall be based upon the Professional's MPO-verified progress in
completing the services to be performed pursuant to the Scope of Services on each Work Order
and upon approval of the Professional's direct reimbursable expenses. Final payment shall be
made following acceptance of the work by the MPO.
12. Records and Reports. The MPO and Contractor shall maintain all books,
records, and other documentation pertaining to the Scope of Services and necessary to
completely substantiate all costs incurred and billed to the MPO during the term of this
Agreement for a period of three (3) years from the date of final payment under the terms of this
Agreement. These records shall be made available for inspection and audit to any state or
federal authority authorized to inspect such records and copies thereof shall be furnished at the
expense of Contractor, if so requested.
13. Ownership of Work Product. Upon final payment, all designs, plans, reports,
specifications, drawings, and other services rendered by Contractor shall become the sole
property of the MPO, which shall have the royalty -free, nonexclusive and irrevocable right to
reproduce, publish, or otherwise use and authorize others to use all such materials for
authorized government purposes. Other entities that may reproduce, publish, or otherwise use
the designs, plans, reports, specifications, drawings, and other services rendered by Contractor
include but are not limited to the Colorado Department of Transportation ("CDOT"), the Federal
Transportation Administration ("FTA"), and the Federal Highway Administration ("FHWA").
15. MPO Representative. The MPO shall 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 MPO
Representative.
16. Project Documents. Upon conclusion of the project and before final payment, the
Contractor shall provide the MPO with reproducible documents of the project containing
accurate information on the project as designed. Documents shall be of archival quality, and
also available in an electronic format, in an agreed upon format.
17. Monthly Report. Commencing at the end of the calendar month following the
date of execution of this Agreement and every calendar month end thereafter, Contractor shall
provide the MPO with a written report of the status of the work. Failure to provide any required
RFP 7285 IT Support Services for MPO Page 14 of 25
monthly report may, at the option of the MPO, suspend the processing of any partial payment
request.
18. Independent Contractor. The services to be performed by Contractor are those
of an independent contractor and not of an employee of the MPO. The MPO shall not be
responsible for withholding any portion of Contractor's compensation hereunder for the payment
of FICA, Workers' Compensation, other taxes or benefits or for any other purpose.
19. Agreement format. All words used herein in the singular form shall extend to and
include the plural. All words used in the plural form shall extend to and include the singular. All
words in any gender shall extend to and include all genders.
20. Conflict of Interests and Prohibited Interests. The MPO and Contractor
represent that neither has any interests and shall not acquire any interests, directly or indirectly,
that would conflict in any manner or degree with the performance and services required to be
performed under this Agreement. The MPO and Contractor further represent that no member or
delegate to the Congress of the United States shall be admitted to any share or part of this
Agreement or to any benefit arising therefrom. In addition no employee, officer, or agent of the
MPO shall participate in selection or in the award or administration of this Agreement if a conflict
of interest, real or apparent, would be involved. Such conflict would arise when the employee,
officer or agent; any member of his immediate family; his or her partner; or an organization
which employs, or is about to employ any of the foregoing, has a financial or other interest in the
firm selected for award. The MPO's officers, employees, or agents shall neither solicit nor
accept gratuities, favors or anything of monetary value from contractors, potential contractors, or
parties of subagreements.
21. Debarment and Suspension. The Contractor agrees to comply with applicable
provisions of Executive Orders Nos. 12549 and 12689, "Debarment and Suspension," 31
U.S.C.§6101 note, and U.S. DOT regulations, "Nonprocurement Suspension and Debarment,"
2C.F.R.1200, which adopt and supplement the provisions of U.S. Office of Management and
Budget (U.S. OMB), "Guidelines to Agencies on Governmentwide Debarment and Suspension
(Nonprocurement), 2 C.R.R. Part 180. To the extent required by these U.S. DOT regulations
and U.S. OMB guidance, the Contractor agrees to review the "Excluded Parties Listing System"
at http://epls.gov/ and to include a similar term or condition in each lower tier covered
transaction, assuring that, to the extent required by the U.S. DOT regulations and U.S. OMB
guidance, each third party contractor, and other participant at a lower tier of the Project, will
review the" Excluded Parties Listing System" at http://epls.gov/, and will include a similar term or
condition in each of its lower tier covered transactions.
22. No Waiver. The MPO's approval work or materials furnished hereunder shall not
in any way relieve the Contractor of responsibility for the quality of the work. The MPO'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 MPO under this Agreement.
23. No Government Obligation to Third Parties. The MPO and Contractor
acknowledge and agree that, notwithstanding any concurrence by the federal government in or
approval of the solicitation or award of the underlying contract, absent the express written
consent by the federal government, the federal government is not a party to this Agreement
and shall not be subject to any obligations or liabilities to the MPO, Contractor, or any other
party (whether or not a parry to this Agreement) pertaining to any matter resulting from this
Agreement.
RFP 7285 IT Support Services for MPO Page 15 of 25
24. Notices. All notices provided under this Agreement shall be effective when
mailed, postage prepaid and sent to the following addresses:
Contractor:
MPO:
With Copy to:
Contractor Name
THE NFRT & AQPC
City of Fort Collins
Attn: Contact person
Attn: Contact Person
Purchasing
Address
419 Canyon Avenue
PO Box 580
Address
Suite 300
Ft Collins, CO 80522
Address
Fort Collins, CO 80521
25. Incorporation of FTA Terms. This Agreement includes certain Standard Terms
and Conditions required by the federal Department of Transportation ("DOT') and other federal
and state authorities, whether or not expressly set forth in this Agreement. All contractual
provisions required by DOT, as set forth in FTA Circular 4220.1D, dated April 15, 1996, are
hereby incorporated by reference. Anything to the contrary herein notwithstanding, all FTA
mandated terms shall be deemed to control in the event of a conflict with other provisions
contained in this Agreement. Contractor shall not perform any act, fail to perform any act, or
refuse to comply with any the MPO requests which would cause the MPO to be in violation of
the FTA terms and conditions.
26. Grant Assurances and Federal Requirements. This Agreement involves the
expenditure of federal funds, which requires the MPO and Contractor at all times during the
execution of this Agreement to adhere to and comply with all applicable federal laws and
regulations, as they currently exist and may hereafter be amended, which are incorporated
herein by this reference as terms and conditions of this Agreement. A non -exhaustive list of
federal laws and regulations that may be applicable is included below. By signing this
Agreement, Contractor avers that it is his or her responsibility to be aware of the requirements
that may be imposed by the following federal laws and regulations, and others not listed, that
he or she is aware of any such requirements, and that he or she will comply with all applicable
laws and regulations. In all solicitations made by competitive bidding or negotiation by the
Contractor of materials and leases of equipment, each potential subcontractor, supplier, or
lessor shall be notified of obligations under this contract.
a. Laws and regulations prohibiting false claims and statements from being made to the
federal government, 31 U.S.C.A § 3801, et seq., 49 C.F.R. Part 31, and 18 U.S.C.A. §
1001;
b. Federal privacy law, 5 U.S.C.A. § 552;
c. Nondiscrimination and equal employment opportunity laws in accordance with Title VI of
the Civil Rights Act, 42 U.S.C.A. § 2000d; § 303 of the Age Discrimination Act of 1975,
42 U.S.C.A. § 6102; § 202 of the Americans with Disabilities Act of 1990, 42 U.S.C.A. §
12132 ("ADA"); and Federal transit law, 49 U.S.C.A. § 5332;
d. Mandatory standards and policies relating to energy efficiency that are contained in the
state energy conservation plan issued in compliance with the Energy Policy and
Conservation Act, 42 U.S.C.A. § 6201.
27. Binding Effect. This Agreement, together with the exhibits hereto, constitutes the
entire agreement between the parties and shall be binding upon said parties, their officers,
RFP 7285 IT Support Services for MPO Page 16 of 25
employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs,
personal representatives, successors and assigns of said parties.
28. Governing Law. The laws of the State of Colorado shall govern the construction,
interpretation, execution and enforcement of this Agreement.
29. Severability. 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.
30. Prohibition Against Employing Illegal Aliens. This paragraph shall apply to all
Contractors whose performance of work under this Agreement does not involve the delivery of a
specific end product other than reports that are merely incidental to the performance of said
work. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Contractor represents and agrees that:
a. As of the date of this Agreement:
1. Contractor does not knowingly employ or contract with an illegal alien;
and
2. Contractor has participated or attempted to participate in the basic pilot
employment verification 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 'Basic Pilot Program") in order to confirm the
employment eligibility of all newly hired employees.
b. Contractor 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. Contractor shall continue to apply to participate in the Basic Pilot Program
and shall in writing verify same every three (3) calendar months thereafter, until
Contractor is accepted or the public contract for services has been completed,
whichever is earlier. The requirements of this section shall not be required or
effective if the Basic Pilot Program is discontinued.
d. Contractor is prohibited from using Basic Pilot Program procedures to
undertake pre -employment screening of job applicants while this Agreement is
being performed.
e. If Contractor obtains actual knowledge that a subcontractor performing
work under this Agreement knowingly employs or contracts with an illegal alien,
Contractor shall:
1. Notify such subcontractor and the MPO within three days that
Contractor 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 Contractor 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.
f. Contractor shall comply with any reasonable request by the Colorado
Department of Labor and Employment (the "Department') made in the course of
RFP 7285 IT Support Services for MPO Page 17 of 25
an investigation that the Department undertakes or is undertaking pursuant to the
authority established in Subsection 8-17.5-102 (5), C.R.S.
g. If Contractor violates any provision of this Agreement pertaining to the
duties imposed by Subsection 8-17.5-102, C.R.S. the MPO may terminate this
Agreement. If this Agreement is so terminated, Contractor shall be liable for
actual and consequential damages to the MPO arising out of Contractor's
violation of Subsection 8-17.5-102, C.R.S.
h. The MPO will notify the Office of the Secretary of State if Contractor
violates this provision of this Agreement and the MPO terminates the Agreement
for such breach.
31. Disadvantaged Business Enterprise. To the extent authorized by Federal law,
the Contract agrees to facilitate participation by Disadvantaged Business Enterprises
(DBE's) in the Project and assures that each third party contractor, or other participant at
any tier of the Project will facilitate participation by DBEs in the Project to the extent
applicable as follows:
(1) The Contractor agrees and assures that it shall comply with section 1101(b) of
SAFETEA-LU, 23 U.S.C.§101 note, and U.S. DOT regulations, "Participation by
Disadvantaged Business Enterprises in Department of Transportation Financial
Assistance Programs,"49 C.F.R. Part 26.
(2) The Contractor agrees and assures that it shall not discriminate on the basis of
race, color, sex, or national origin in the award and performance of any third party
contract or other arrangement supported with Federal assistance derived from U.S.
DOT in the administration of its DBE program and shall comply with the requirements of
49 C.F.R. Part 26. The Contractor agrees to take all necessary and reasonable steps
as set forth in 49 C.F.R. Part 26 to ensure nondiscrimination in the award and
administration of all third party contracts and other arrangements supported with
Federal assistance from U.S. DOT.
32. Special Provisions. Special provisions or conditions relating to federal patent law
and rights in data that are applicable to this Agreement are set forth in Exhibit C,
attached hereto and incorporated herein by this reference.
RFP 7285 IT Support Services for MPO Page 18 of 25
THE NORTH FRONT RANGE TRANSPORTATION
AND AIR QUALITY PLANNING COUNCIL (MPO)
Cliff Davidson, Executive Director
CONTRACTOR:
By:
Title:
STATE OF COLORADO )
) ss.
COUNTY OF )
The foregoing instrument was subscribed, sworn to and acknowledged before me this
day of 200 , by [as of .]
My commission expires:
(SEAL)
Notary Public
RFP 7285 IT Support Services for MPO Page 19 of 25
REQUEST FOR PROPOSAL
7285 IT SUPPORT SERVICES FOR MPO
Section 1.0: Proposal Requirements
1.1 General Description
The City of Fort Collins on behalf of the North Front Range Metropolitan Planning Organization,
hereinafter referred to as "NFRMPO" or "MPO", is soliciting proposals for ongoing IT support
services for their office at 419 Canyon Avenue, Suite 300, Fort Collins, CO and server bank held
by the City of Fort Collins at 215 N. Mason St., Fort Collins, CO 80521.
1.2 Proposal Submittal
Neither the City of Fort Collins nor the MPO will reimburse any firm for costs incurred in the
preparation and presentation of their proposal.
Firms submitting proposals shall submit five (5) copies of the proposal with the following
information:
1. Company history and experience in providing IT services
2. The name of the company representatives responsible for:
Providing information during the evaluation process
• Project account manager for the duration of the contract period
• Staff providing direct support to NFRMPO staff, the NFRMPO servers, and local
computers.
3. A written description of the proposed products and services as required below.
4. Pricing, as requested.
The proposal must be signed by a duly authorized representative of the firm submitting the
proposal. The signature shall include the title of the individual signing the proposal.
Section 2.0: Background
The North Front Range Metropolitan Planning Organization (NFRMPO) is an association of 15
local governments working together to improve regional transportation and air quality. The
NFRMPO does long-range and short-range planning and prioritizes which projects in those
plans will receive state and federal funding. The NFRMPO is a nonprofit public organization
funded through federal and state grants as well as local funds.
Additionally, the NFRMPO works to enhance air quality and mobility between the North Front
Range and the Denver Metro area by developing cooperative working relationships and
financial partnerships among our member governments, the Colorado Department of
Transportation (CDOT), Federal Highway Administration (FHWA), the Federal Transit
Administration (FTA), and the private sector.
2.1 Network Architecture
The network architecture for the NFRMPO includes:
1. 15 local PC users
2. 17 maintained computers including laptops with
a. Microsoft Windows XP or Windows 7 (new computers)
RFP 7285 IT Support Services for MPO Page 2 of 25
EXHIBIT A
Scope of Services
RFP 7285 IT Support Services for MPO Page 20 of 25
EXHIBIT B
WORK ORDER FORM
PURSUANT TO AN AGREEMENT BETWEEN
THE NORTH FRONT RANGE TRANSPORTATION AND AIR QUALITY PLANNING COUNCIL
AND
DATED:
Work Order Number:
Purchase Order Number:
Project Title:
Commencement Date:
Completion Date:
Maximum Fee (time and reimbursable direct costs) not to exceed:
Project Description:
Scope of Services:
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.
Professional
By:
Date:
User
The attached forms consisting of _ (�
pages are hereby accepted and
incorporated herein, by
this reference, and Notice to Proceed is
hereby given.
THE NORTH FRONT RANGE
TRANSPORTATION AND AIR QUALITY
PLANNING COUNCIL
By:
Date:
RFP 7285 IT Support Services for MPO Page 21 of 25
EXHIBIT C - Federal Patent and Rights in Data
37 C.F.R. Part 401,49 C.F.R. Parts 18 and 19
The FTA patent clause is substantially similar to the text of 49 C.F.R. Part 19, Appendix A, § 5,
but the rights in data clause reflects FTA objectives. For patent rights, FTA is governed by
Federal law and regulation. For data rights, the text on copyrights is insufficient to meet FTA's
purposes for awarding research grants. This model clause, with larger rights as a standard, is
proposed with the understanding that this standard could be modified to FTA's needs.
CONTRACTS INVOLVING EXPERIMENTAL, DEVELOPMENTAL, OR RESEARCH WORK.
A. Rights in Data.
(1) The term "subject data" means recorded information, whether or not copyrighted, that is
delivered or specified to be delivered under this Agreement. The term includes graphic or
pictorial delineation in media such as drawings or photographs; text in specifications or related
performance or design -type documents; machine forms such as punched cards, magnetic tape,
or computer memory printouts; and information retained in computer memory. Examples
include, but are not limited to: computer software, engineering drawings and associated lists,
specifications, standards, process sheets, manuals, technical reports, catalog item
identifications, and related information. The term "subject data" does not include financial
reports, cost analyses, and similar information incidental to contract administration.
(2) The following restrictions apply to all subject data first produced in the performance of
the contract to which this Attachment has been added:
(a) Except for its own internal use, Contractor may not publish or reproduce subject data in
whole or in part, or in any manner or form, nor may Contractor authorize others to do so, without
the written consent of the Federal Government, until such time as the Federal Government may
have either released or approved the release of such data to the public; this restriction on
publication, however, does not apply to any contract with an academic institution.
(b) In accordance with 49 C.F.R. 18.34 and 49 C.F.R. 19.36, the Federal Government
reserves a royalty -free, non-exclusive and irrevocable license to reproduce, publish, or
otherwise use, and to authorize others to use, for "Federal Government purposes," any subject
data or copyright described in subsections (2)(b)I and (2)(b)2 below. As used in the previous
sentence, "for Federal Government purposes," means use only for the direct purposes of the
Federal Government. Without the copyright owner's consent, the Federal Government may not
extend its Federal license to any other party.
1. Any subject data developed under this Agreement, whether or not a copyright has been
obtained; and
2. Any rights of copyright purchased by Contractor using Federal assistance in whole or in
part provided by FTA.
(c) When FTA awards Federal assistance for experimental, developmental, or research
work, it is FTA's general intention to increase transportation knowledge available to the public,
rather than to restrict the benefits resulting from the work to participants in that work. Therefore,
unless FTA determines otherwise, Contractor performing experimental, developmental, or
RFP 7285 IT Support Services for MPO Page 22 of 25
research work required by this Agreement agrees to permit FTA to make available to the public,
either FTA's license in the copyright to any subject data developed in the course of that
contract, or a copy of the subject data first produced under the contract for which a copyright
has not been obtained. If the experimental, developmental, or research work, which is the
subject of the underlying contract, is not completed for any reason whatsoever, all data
developed under that contract shall become subject data as defined in subsection (a) of this
clause and shall be delivered as the Federal Government may direct. This subsection (c),
however, does not apply to adaptations of automatic data processing equipment or programs for
Contractor's use whose costs are financed in whole or in part with Federal assistance provided
by FTA for transportation capital projects.
(d) Unless prohibited by state law, upon request by the Federal Government, the MPO and
Contractor agree to indemnify, save, and hold harmless the Federal Government, its officers,
agents, and employees acting within the scope of their official duties against any liability,
including costs and expenses, resulting from any willful or intentional violation by the MPO or
Contractor of proprietary rights, copyrights, or right of privacy, arising out of the publication,
translation, reproduction, delivery, use, or disposition of any data furnished under that contract.
Neither the MPO nor Contractor shall be required to indemnify the Federal Government for any
such liability arising out of the wrongful act of any employee, official, or agents of the Federal
Government.
(e) Nothing contained herein shall imply a license to the Federal Government under any
patent or be construed as affecting the scope of any license or other right otherwise granted to
the Federal Government under any patent.
(0 Data developed by Contractor and financed entirely without using Federal assistance
provided by the Federal Government that has been incorporated into work required by the
underlying contract to which this Attachment has been added is exempt from the requirements
of subsections (b), (c), and (d) of this clause, provided that Contractor identifies that data in
writing at the time of delivery of the contract work.
(g) Unless FTA determines otherwise, Contractor agrees to include these requirements in
each subcontract for experimental, developmental, or research work financed in whole or in part
with Federal assistance provided by FTA.
(3) Unless the Federal Government later makes a contrary determination in writing,
irrespective of Contractor's status (i.e., a large business, small business, state government or
state instrumentality, local government, nonprofit organization, institution of higher education,
individual, etc.), the MPO and Contractor agree to take the necessary actions to provide,
through FTA, those rights in that invention due the Federal Government as described in U.S.
Department of Commerce regulations, "Rights to Inventions Made by Nonprofit Organizations
and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,"
37 C.F.R. Part 401.
(4) Contractor agrees to include these requirements in each subcontract for experimental,
developmental, or research work financed in whole or in part with Federal assistance provided
by FTA.
RFP 7285 IT Support Services for MPO Page 23 of 25
B. Patent Rights:
(1) If any invention, improvement, or discovery is conceived or first actually reduced to
practice in the course of or under this Agreement, and that invention, improvement, or
discovery is patentable under the laws of the United States of America or any foreign country,
Contractor agrees to take actions necessary to provide immediate notice and a detailed report
to the party at a higher tier until FTA is ultimately notified.
(2) Unless the Federal Government later makes a contrary determination in writing,
irrespective of Contractor's status (a large business, small business, state government or state
instrumentality, local government, nonprofit organization, institution of higher education,
individual), Contractor agrees to take the necessary actions to provide, through FTA, those
rights in that invention due the Federal Government as described in U.S. Department of
Commerce regulations, "Rights to Inventions Made by Nonprofit Organizations and Small
Business Firms Under Government Grants, Contracts and Cooperative Agreements," 37
C.F.R. Part 401.
(3) Contractor agrees to include the requirements of this clause in each subcontract for
experimental, developmental, or research work financed in whole or in part with Federal
assistance provided by FTA.
RFP 7285 IT Support Services for MPO Page 24 of 25
EXHIBIT D
.J. Z4-/0.0-1uJ
I, , swear or affirm under penalty of perjury under the laws of the
State of Colorado that (check one):
I am a United States citizen, or
I am a Permanent Resident of the United States, or
I am lawfully present in the United States pursuant to Federal law.
I understand that this sworn statement is required by law because I have applied for a
public benefit. I understand that state law requires me to provide proof that I am lawfully
present in the United States prior to receipt of this public benefit. I further acknowledge
that making a false, fictitious, or fraudulent statement or representation in this sworn
affidavit is punishable under the criminal laws of Colorado as perjury in the second
degree under Colorado Revised Statute 18-8-503 and it shall constitute a separate
criminal offense each time a public benefit is fraudulently received.
Signature
Date
INTERNAL USE ONLY Valid forms of identification
p--- current Colorado driver's license, minor driver's license, probationary driver's license,
commercial driver's license, restricted driver's license, instruction permit
7---current Colorado identification card
7--- U.S. military card or dependent identification card
7--- U.S. coast guard merchant mariner card
7---Native American tribal document
The following forms of identification may be accepted through February 28, 2007*
7--original birth certificate from any state of the United States
7---certificate verifying naturalized status by U.S. with photo and raised seal
7--certificate verifying U.S. citizenship by U.S. government, e.g., U.S. passport
7---order of adoption by a U.S. court with seal of certification
7---valid driver's license from any state of the U.S. or the Dist. of Columbia excluding AK, HI, IL,
MD, MI, NE, NM, NC, OR, TN, TX, UT, VT and WI
7---valid immigration documents demonstrating lawful presence, e.g., current foreign passport with
current I-551 stamp or visa, current foreign passport with 1-94, 1-94 with asylum status, unexpired
Resident Alien card, Permanent Resident card or Employment Authorization card
*A waiver may be available where no identification exists or can be obtained due to a medical
condition, homelessness, or insufficient documentation to receive a Colorado I.D. or driver's.
license. Contact your department director.
RFP 7285 IT Support Services for MPO Page 25 of 25
b. Microsoft Office 2010
c. Antivirus — AVG 2011
3. Seven (7) servers
a. Server 01 — Domain Controller / DNS Server (virtual)
b. Server 02 — Microsoft Exchange 2010 Server (virtual)
c. Serer 03 —Great Plains SQL Server (virtual)
d. Serer 04 — ArcGIS Serer
e. Serer 05 — File Serer / Print Serer
f. Serer 06 — Backup Domain Controller / Backup DNS Serer / Anti -Virus Serer
g. Serer 07 — FTP Serer and NFRMPO.org Web Serer (Sitefinity)
4. Cisco router
5. Cisco Catalyst 3560 Switch 24-port Ethernet and Fiber PoE capable
6. Cisco Catalyst 2950 24-port Ethernet Switch
7. Printers
a. Sharp MX-270ON
b. Kyocera Mita KM-3-35 KX
c. HP Designjet 5500ps
d. HP Laserjet 4200
e. Sharp MX 5111 N
RFP 7285 IT Support Services for MPO Page 3 of 25
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Section 3.0: Scope of Work
The NFRMPO is seeking a firm to provide IT support services for the entire NFRMPO network
architecture.
3.1 Local PC Support
The selected contractor will provide monthly PC Support for the 15 local PC users to include:
• Provide on -call PC support phone number and email address
• Build/Rebuild of new and re -used computers and related hardware
• Software and driver installation
• Maintain list of software licenses for purchase and re -installation of software on local
PCs
• Virus removal and repair
• Screen and "push" software updates to local PCs
• Maintain local PC backup system
• Institute email policy for the storage and removal of out -dated emails as defined by
NFRMPO staff in Microsoft Outlook
3.2 Purchase of Hardware, Software, and Online Services
The selected contractor will serve as the purchasing agent to leverage their wholesaler
relationships and invoice the NFRMPO for new PCs, hardware, and software under the
following assumptions:
• Review of local PCs for annual replacement of 2-4 computers
• Maintain list of software licenses for purchase and re -installation of software on local
PCs. The selected contractor will schedule a meeting with the NFRMPO to obtain all
current licenses and establish themselves as the point -of -contact with all re -sellers
(Adobe, SPSS, etc.)
• Assist NFRMPO accounting staff with compliance for online payment processing through
banking relationship
• Serve as the administrative contact for purchased online services that currently include
o GoDaddy
o Constant Contact
o Zoomerang
o SSL Certificates
• Serve as the administrative contact for remotely -hosted Sitefinity (in the future) web -
development software on local server
3.3 Ongoing Maintenance of Servers
The selected contractor will maintain the servers housed at the City of Fort Collins. This will
require the contractor to obtain clearance from the City of Fort Collins to access the server
house in -person and remotely. The server maintenance will include:
• Software and driver installation
• Prompt addition or removal of local user accounts on Microsoft Exchange (to include
Microsoft Outlook email accounts) and the subsequent billing change (if applicable)
RFP 7285 IT Support Services for MPO Page 7 of 25
• Maintain list of software licenses for purchase and re -installation of software on local
PCs
• Establish remote connection to the servers housed at the City of Fort Collins
• Screen and "push" software update to servers
• Scheduled visits to the server "DMZ" as negotiated with the NFRMPO and the City of
Fort Collins
• Maintain the existing backup system for the servers at the City of Fort Collins
• Maintain Great Plains software on SQL server
3.4 Scheduled Communications with NFRMPO and the City of Fort Collins
The selected consultant will provide the following report and communications regarding the
status of the NFRMPO IT architecture to include:
• A written annual evaluation of each server to the NFRMPO and the IT staff at the City of
Fort Collins at the close of the calendar year by January 15th
• A scheduled annual meeting in January to discuss the current state of the NFRMPO IT
architecture to include:
o Cost -saving efficiency opportunities
o Preventative maintenance
o Communication improvements between selected contractor, the NFRMPO, and
the City of Fort Collins
o Bill rate updates
• Provide a monthly emailed report to designated staff contact at the NFRMPO regarding
the status of the local PCs to include:
o Software updates
o Virus blocked / Spyware management
o Temporary file deletion
3.5 Invoicing
The selected consultant will provide a monthly invoice to the NFRMPO with a breakdown of the
maintenance, labor hours (by employee), and hardware/software purchases on behalf of the
NFRMPO consistent with the SECTION 4.0 — Pricing described below.
Section 4.0: Pricing
All submitting contractors should submit a breakdown of their proposal in the following manner:
1. Monthly price per unit to maintain local PCs as described in the Scope of Work above
2. Monthly price per unit to maintain the described remotely -hosted servers in the Scope of
Work above
3. Hourly fee for monthly on -call PC user support along with a proposed number of hours
per month to achieve the responsibilities outlined in the scope of work.
Acknowledgement of overage, emergency, and day/night/weekend charges should be
described accurately in the submittal.
RFP 7285 IT Support Services for MPO Page 8 of 25
Items in Section 4.0 are to be summed in a table for ease -of -review.
Section 5.0: Evaluation
5.1 Evaluation and Assessment of Proposal
Proposals will be evaluated on the following criteria. These criteria will be the basis for review
of the written proposals and any optional interview session. The rating scale shall be from 1 to
5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating.
Weighting
Qualification
Standard
Factor
2.0
Scope of Proposal
Does the proposal show an understanding of the
project objective, methodology to be used, and
results that are desired from the project?
2.0
Assigned Personnel
Do the persons who will work on the contract have
the necessary skills? Are sufficient people of the
requisite skills assigned to the contract?
1.0
Availability
Can the work be completed in the time frame
required? Can targeted start- and completion -dates
be met?
1.0
Motivation
Is the firm interested and are they capable of doing
the work in the required time frame?
2.0
Cost
Do the proposed costs compare favorably with the
other proposals and budget estimates?
2.0
Firm Capability
Does the firm have the support capabilities the
assigned personnel require? Has the firm done
previous projects of this type and scope?
5.2 Reference Evaluation
The Project Manager will check references, as needed, using the following criteria. The
evaluation rankings will be labeled Satisfactory / Unsatisfactory.
5.3 Qualification and Standard
a. Overall Performance - Would you hire this company again?
b. Timetable - Was the original Scope of Work completed within the specified time?
Were interim deadlines met in a timely manner?
C. Completeness - Was the company responsive to client needs; did the company
anticipate problems? Were problems solved quickly and effectively?
d. Budget - Was the original Scope of Work completed within the project budget?
e. Job Knowledge - Did company personnel exhibit the knowledge and skills
necessary for the efficient completion of the Scope of Work?
RFP 7285 IT Support Services for MPO Page 9 of 25