HomeMy WebLinkAboutRFP - P932 SPRING CANYON COMMUNITY PARKSpring Canyon Community Park Questions/Answers & Pre-Proposal Meeting Minutes– 3/25/03
1) What format should the submittal be in?
City leaves the format up to the consultant and their team. Obviously include scope of service and
resumes as part of the submittal.
2) What amount of the design fees is City staff amount?
Assume that the City staff would take approximately $20,000 and the City Irrigation Consultant
would take approximately $25,000 from the design fee total.
3) Irrigation Questions
Pump house, pond and wet well at Cottonwood Glen neighborhood park have been sized to
accommodate a new pump for Spring Canyon. Intake from pond to pump house is doubtful to be of
adequate size. Spring Canyon will need it’s own pump, manifold and mainline systems. City
consultant shall provide irrigation design, Consultant’s irrigation consultant shall provide pump
design and, design of new lines & weir to Dixon reservoir (see attached graphic exhibit A).
4) Is a drainage certificate survey required?
The drainage certificate required by the City’s stormwater department at the end of the
construction of this project should be in conjunction with the final as-built survey requested in the
CLOMR section of the RFP.
5) How much of the Fossil Creek Trail is included in this project?
Trail is only part of the project where it is on the park site.
6) How does the CLOMR process fit into the schedule of this project?
The CLOMR should be started promptly, probably near the end of the construction document
phase. Since the process could run anywhere from 90 days to 6 months, the City is aware that this
project may need to bid out to the Contractor prior to receiving final approval of the CLOMR.
7) When is the deadline for questions?
Please submit or call in all of your questions before 5:00pm on Tuesday, March 30th. This will
allow the City time to prepare the Addenda
8) Is geotechnical information provided by the City?
Geotechnical should be provided as part of the consultant’s team for this RFP during the design
stage. Eventually during construction the City provides for the geotechnical testing and costs.
9) Who is the contact at Stormwater?
Susan Hayes at 970-416-2233
10) How should the site be prepared for the future Recreation Center and Maintenance Facility?
The Recreation Center is probably around 20 years out before being built so the site should be
rough graded for landscape (no trees) and irrigation. The Maintenance Facility is part of this
contract and should be completed in entirety.
11) How does the community outreach process work? What is the public process for this site?
Process should be scoped as per the RFP description. Additional meetings costs that may or may
not be required will be covered by the City. The City schedules the “open houses” around the
City. The park design will also be on the City’s web page for citizens to place comments during
the final design process.
12) How many pavilions/restrooms will be required?
Probably 2 or 3 similar to other community parks but final answer to be determined with the
public process.
13) Does the master plan included in the RFP represent the program and starting place for the park?
The master plan was included for reference only as the history of this park. It will not be
considered as a starting point for this design process or as a programming guide. The successful
consultant will be provided with the City’s program items that could vary as the public process
unfolds. However basic programming can be interpreted from other community parks in Fort
Collins and from the Parks and Recreation policy Plan dated 12/1996.
14) Who are the public entities that will be involved?
SWAN – Southwest Association Neighbors are a group af nearby neighbors concerned with
keeping the park as natural/passive as possible. Sports Alliance are a group of organized sports
people who would like to see as many team/organized sports facilities and fields as possible.
15) Is a traffic study required?
It is the Consultant’s responsibility to provide a traffic study.
16) Is an environmental Assessment required or available?
The City’s Natural Resources Department reviewed the site as part of the 95/96 planning process.
This department of the City will be involved as part of the City team and would provide any
environmental information as needed.
17) Does the consultant need to provide a topographic survey, boundary survey, ALTA survey? Can
the consultant use current aerial survey information to create the topography?
The consultant will be required to provide accurate topographic and boundary survey information
(not based on current aerial photography)
18) Who makes up the City’s conceptual review team?
The City’s conceptual review team is made up of the members of the CLRS (Cultural Library and
Recreational Services) department. This includes members from Parks Maintenance, Forestry,
Recreation, Park Planning and the director of CLRS. The review team will most likely also
include: Stormwater, Natural Resources, Transportation and various other pertinent City
divisions.
19) Is the electrical service to Cottonwood Glen’s pump house sufficient for the new irrigation needs?
Electrical service should be sufficient and if not, the City would update as needed.
20) What legal issues should the consultant expect to contend with?
The City already owns the water rights for Dixon Reservoir that will be sufficient for this park.
The consultant will be required to provide a final plat of the park. Since the City owns the
property, we currently do not provide easements to other divisions of the City but rather “grant”
areas as needed.
21) Does Horsetooth Road need to be improved?
Horsetooth Road will need to be improved to the entrance of the park. An area will likely need to
be granted for extending the road to the ROW area of Overland Trail Road. Overland Trail Road
is not expected to connect down along the west border of the site in this ROW.
22) Please explain how Shane’s Inspiration fits into the design of the playground.
The consultant should consider Shane’s Inspiration Designer to be another consultant provided by
the City as an expert who will assist in the design development of a fully accessible playground.
Their fees are completely separate from this contract.
23) Are there as-builts available for the replacing of the 18” lines from Dixon Reservoir to
Cottonwood Glen?
Not that we are aware of as the City believes the lines were installed in the 1930’s.
24) How is the phasing of the construction of this park intended to work?
The City intends for this park to be constructed in one phase.
25) Will the meeting minutes and sign up sheet be available?
Meeting minutes, addendum and sign up sheet will be provided on the Purchasing web page
26) Who is on the selection committee?
The members of the selection committee include:
Marty Heffernan – Director of CLRS
Craig Foreman – Park Planning Manager
Kathleen Benedict –Senior Park Planner
John Stephen – Senior Buyer Purchasing
Susan Hayes – Senior Stormwater Master Planning Engineer
27) What type of skatepark is expected?
Won’t know until after public process.
28) Please explain how Art in Public Places works within this contract?
Art in Public Places is another division of the City that incorporate 1% of construction budgetof
capital projects to hire an artist to provide art work for new projects within the City. The City
prefers this artist to work closely with designers of new projects to incorporate the art into each
project. The artist is selected by a committee whose members are determined by citizen board of
Art in Public Places. More information about Art in Public Places can be found on the Fort
Collins web page.
29) Is the Pump house at Cottonwood Glen available to be looked at?
The pump house is kept locked. You can contact Doug Kokes, Parks Maintenance supervisor of
Cottonwood Glen Park, 970-416-2816, to make an appointment to view the pump house before
5:00pm on Tuesday, March 30th.
30) How big is the pipe that Spring Creek is in currently?
The City does not know the size of the pipe that Spring Creek is currently in, and expects to
daylight the creek as part of this project.
31) How can we get a copy or review the Parks and Recreation Policy Plan 12/96?
The City has limited copies available at the Park Planning Office (215 N. Mason- 3rd floor). These
copies will be available for a maximum checkout time of 2 days. However feel free to come to the
office and review a copy here as well if needed..
32) Does Fort Collins use pre-packaged restrooms or pavilions?
Typically the restrooms and pavilions are custom designed elements of the community parks.
There could be prefabricated smaller shelters used through out the park as well as the main
architectural features.
REQUEST FOR PROPOSAL
CITY OF FORT COLLINS
SPRING CANYON COMMUNITY PARK
PROPOSAL NO. 932
Request for Proposals
The City of Fort Collins is soliciting proposals from qualified consultants for proposals for
the design and contract administration for the development of the Spring Canyon
Community Park. The consultant will provide all necessary services to prepare design
development plans and construction documentation for bidding by the City for the
construction of the park.
Written proposals, five(5) 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), April 8, 2004. Proposal No. P-932. 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 Kathleen Benedict,
Project Manager at 970-416-2260 or E-mail kbenedict@fcgov.com
.
Questions regarding proposals submittal or process should be directed to John Stephen,
CPPO, CPPB, Senior Buyer, (970) 221-6775 or E-mail jstephen@fcgov.com.
A pre-proposal meeting will be held March 25, 2004 at 10:00 a.m. at the west end of
Horsetooth Road past Taft Hill Road. The road will dead-end which is the site of the new
park.
A copy of the Proposal may be obtained as follows:
1. Download the Bid from the Purchasing Webpage, Current Bids page, at:
www.fcgov.com/purchasing.
2. Come by Purchasing at 215 North Mason St., 2nd floor., Fort Collins, and
request a copy of the Bid.
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
Vendors: The City of Fort Collins Purchasing Division has implemented an on-line vendor
registration system. This system allows vendors to register, view
and update their business information and commodities. In the
future, vendors will also be able to receive Requests for Proposals
(RFP’s) through the on-line system. All vendors doing business
with the City of Fort Collins are requested to register.
The vendor registration system is accessible through the City of Fort Collins Purchasing
Department internet webpage at www.fcgov.com/purchasing.
The vendor registration form is located
by clicking
https://secure2.fcgov.com/bso/login.jsp
Note the printable instruction pages link.
If you have any difficulty completing the registration process, please call the Purchasing
Division at (970)221-6775 for assistance.
SPRING CANYON COMMUNITY PARK PROJECT DESCRIPTION
I. GENERAL
The City of Fort Collins requests proposals for the design and contract administration for
the development of the Spring Canyon Park. The consultant will provide all necessary
services to design the park according to the provisions of this scope of work.
In general terms, this scope consists of preparing design development plans and
construction documentation for bidding by the City for the construction of the park. The
Consultant will assist City staff during the public process that is a part of the design
process. The Consultant will assist City staff with administration services during
construction.
It is the intent of this scope of work to give prospective consultants the needed
information to prepare a proposal for design services. The City’s Project Manager will be
available to answer questions during the proposal process.
The City program “Art in Public Places” is in effect for this project. The successful
consultant will be expected to participate in selecting an artist from a City provided list of
candidates to provide some form of art work as part of the park construction. The
consultant will work with the artist through out the project.
II. PROJECT DESCRIPTION
The City of Fort Collins will be developing the Spring Canyon Community Park starting in
2004. Funding for the construction of the park is available in year 2005. The 100-acre
park is located in southwest Fort Collins. See Exhibit A. The community park is needed
to provide outdoor recreational facilities for citizens in the southwest portion of the city.
Active and passive recreational opportunities will need to be provided at the park site.
Spring Creek flows through the community park site and is a valuable natural feature that
needs to be incorporated into the park design.
The City developed Cottonwood Glen Neighborhood Park on about 11 acres of the park in
1999. This development also included the construction of an irrigation pond and
pumphouse for the Spring Canyon Community Park.
Spring Creek Trail was developed into the northern portion of the park at the time of the
development of Cottonwood Glen Park.
A conceptual plan for the park was developed in 1996. See Exhibit B. This plan is
included for informational purposes only, and is not the final park design.
The location of the Spring Creek Trail needs to be incorporated into the park design.
Fossil Creek Trail will also enter the park from the south and needs to be incorporated into
the park design.
A maintenance center needs to be incorporated into the park design. The center will
serve this park and parks in the southwest portion of the community.
The park site has been identified as a location for a future recreational center with pool.
The design of the park will need to allow for the future recreational center and
associated parking.
III. PROJECT FUNDING AND ESTIMATED BUDGET
Funding for the development of the park is available in the following year:
2004 $850,000 (design)
2005 $8,000,000 (estimated with the park open to the public in early 2007
Funding will need to support City Staff salary, Consultant design and administration,
construction of the park and contingency.
Funding for maintenance of the park is available starting in 2007
IV. SCOPE OF WORK
The Consultant shall perform or coordinate the following activities as part of the
contractual obligation for this project.
A. DESIGN DEVELOPMENT
1. Prepare a base drawing from field surveys showing existing control elevations,
property corners, vegetation, utilities, and any other pertinent information.
2. Prepare a preliminary plan reflecting all available information and design constrains.
The plan shall present alternative design solutions and will serve as a review document
for the City.
3. Present the preliminary plan to the City’s Conceptual Review Team. Follow -up on
various departmental comments and address all concerns in the final plan. Specific
departments and their possible areas of concern are listed in Exhibit “C”.
4. Coordinate with any agencies outside of the city, as necessary. The consultant shall
be responsible for informing, gathering information from and responding to all groups and
agencies associated with the project.
5. Provide geotechnical and agricultural soils testing. The results of each shall be
incorporated into the specifications.
6. Attend and assist with public meetings. The consultant will also be required to
participate in City board meetings.
7. Attend review meetings with the Parks and Recreation staff and inter-departmental
team. In addition, attend any necessary individual meetings with the other City
departments.
8. Prepare preliminary construction cost estimates as the project moves through the
master plan and final design process. City staff will continually review the proposed
budget with particular attention at the 50% and 90% design levels.
9. Consultant shall meet or be in contact with the project manager on a regular basis
throughout the design phase.
10. Upon conclusion of the design development phase, the Consultant will prepare
construction documentation, final cost estimates, and specifications for the project
reflecting all the input obtained from the planning process. Any options or questions
explored during the preliminary phase will be resolved between the City and the
Consultant before proceeding to final design. Cost estimate will be used in budgeting for
park construction.
11. Submit ten sets of construction documentation to the City for approval.
12. All drawing shall be generated on AutoCadd and provided electronically to the City.
AutoCadd shall be on the latest release, AutoCadd 2004. One set of final original Cadd
generated drawings on mylar shall be provided to the City.
13. Prepare a rendered Master Plan of the final park design. The Master Plan shall be
mounted and framed for hanging and shall become the property of the City.
B. DETAILED PROJECT DESCRIPTION
This section is expected to give the Consultant the needed information to prepare a
proposal for services. The extensive description and task list are intended only to guide
the proposal process. Additional refinement of tasks is expected, with explanation, to
suit the individual firm’s needs to competently prepare a proposal. The City’s Project
Manager will be available to answer questions.
1. Park Facilities
Typical park facilities for this park include, but are not limited to the following:
Access and interior concrete sidewalks and soft surfaced paths, cross country trail.
Access roads and parking lots
Horsetooth Road improvements for park access
Park pedestrian and security lighting.
Large and small picnic shelters with accessible tables and grills.
One large playground, fully accessible. The Consultant will work with a local group of
citizens, and their designer, who are providing funds to develop a fully accessible
playground (Shane’s Inspiration) at the park.
Interactive water feature.
Lighted baseball/softball fields with score keepers booths
Multi-use turf area for soccer fields, etc.
Landscaping, trees, non-programmed irrigated turf areas
Storm drainage improvements, City submittals and approvals
Spring Creek improvements, including side channel for creative play
FEMA and Corps submittals and approvals
Necessary stormwater/floodplain studies
Maintenance facility
Restrooms and drinking fountains
Tennis courts, skate board park, in-line hockey, basketball courts, dog park, BMX Track
Sledding hill and other recreational needs identified through the public process
Irrigation pump design (the park irrigation system design is by separate City contract, the
existing pumphouse is sized for the community park pumps)
Improvements to the raw water delivery system from Dixon Reservoir, replace/adjust
existing old pipe system
Spring Creek and Fossil Creek Trail, design with trail bridges
Utilities for the park
Park amenities, benches, bike racks, trashcans, etc.
2. Stormwater Requirements:
The purpose of this work is to develop hydrology and hydraulic studies and associated
habitat studies and reports which will allow for an integrated effort for the development
of the park. Modifications to the existing Spring Creek channel may be needed to improve
flood flow movement, channel stability concerns, water quality issues, aquatic wetlands
and riparian zone improvements, allow for park improvements and public access to the
creek for recreational purposes.
Spring Canyon Community Park is located in the Spring Creek Drainage Basin. Spring
Creek has two mapped floodplains, one under the jurisdiction of FEMA as well as a City
designated floodplain that is based on the revised rainfall adopted by the City in 1999. A
drainage master plan was completed in 2003, which identifies improvements needed to
convey developed flows through the basin as well as recommended habitat
improvements. The City of Fort Collins’ “Storm Drainage Design and Construction
Standards” updated May 1997, will be used in the site design and preparation of any
construction specifications for this project. The required floodplain and floodway studies
will be analyzed and delineated based on both City of Fort Collins and FEMA regulations.
The Consultant shall prepare a drainage design for the park conforming to the
requirements of the current City of Fort Collins development process. The Consultant
shall use SWMM and HEC-2 Models as approved by the City. The park will be designed to
provide on-site detention (if needed).
The Consultant shall prepare the Final Drainage Plan and Final Drainage
Report for the planned park. Said plan and report will include a basin determination and
analysis and schematic storm drain system layout. Said plan shall show Stormwater
entering the site, their routing and control through the site, and discharge points with
flows for the minor and major storm events. The drainage plan will include an erosion
control plan and calculations conforming to City of Fort Collins Drainage Criteria and
applicable master plans, and stability studies.
The Consultant will prepare and submit the CLOMR and LOMR for the park for approval
by the City and FEMA. Application materials for a Conditional Letter of Map Revision
(CLOMR) and a letter of Map Revision (LOMR) will be prepared and submitted to the City’s
Floodplain Administrator for review and revision prior to the submittal to the Federal
Emergency Management Agency (FEMA). A separate report will be prepared per the
Modeling Guidelines for the City designated floodplain. The Consultant shall use the
current “Guidelines for Submitting Floodplain Modeling Reports to the City of Fort Collins”
document as a format for submittals for review by the City.
The Consultant will prepare and submit necessary applications for Corps permits.
This drainage effort will include the preparation of the required submittal of
materials for the Owner’s submittal to the Colorado State Board of Health for
NPDES permitting, construction dewatering permit, preparation of floodplain use permit,
and 404 permit, etc.
Update the area SWMM and HEC-2 or HEC-RAS Models and Master Drainage Plan for
submittal to the City of Fort Collins Stormwater Utility Department. The Consultant shall
update, model, or modify as necessary existing data to verify design flows.
Prepare necessary plans, profiles and details for the design of any discharge
point (structure) from the park site to Spring Creek.
For the FEMA-based evaluation proposed condition models will be prepared to reflect
potential with-project conditions associated with the selected alternative. These models
will be used to evaluate hydraulic conditions for the 10-year, 50-year, 100-year and 500-
year events and for the 1-foot rise floodway. Water surface profile and channel velocity
comparisons will be made to determine whether or not all FEMA floodplain and floodway
criteria would be met by the selected alternative.
For the City of Fort Collins-based evaluation of fully developed conditions with existing
drainage facilities, proposed condition models will be prepared to reflect potential with-
project conditions associated with the selected alternative. These models will be used to
evaluate hydraulic conditions for the 2-year, 10-year, and 100-year events and for the
½-foot rise floodway. Water surface profile and channel velocity comparisons will be
made to determine whether or not all City of Fort Collins floodplain and floodway criteria
would be met by the selected alternative.
The Consultant will prepare a Report of the approved alternatives (one original, and five
copies) for the project that may include, but not be limited to:
1. A brief statement of the Consultant’s obligations under the project tasks.
2. A narrative of the procedures and methodologies used to complete the project tasks.
3. A narrative of the results of the hydrology, hydraulic and channel analyses, (a copy
of all models shall be provided on cd’s). The narrative shall include a technical
appendix.
4. A narrative clearly describing the proposed improvements and impact on future park
design.
5. Drawings of the proposed improvements on 24” x 36” sheets, and on Autocad
drawings on cd’s. G.I.S. work shall be placed in a format acceptable to the City’s
G.I.S. section.
6. Detailed cost estimates for any channel improvements.
7. Identification of unresolved issues and recommendations on resolving definite
problem areas related to the project but beyond the scope of the project.
8. Summary of the coordination meetings regarding the project.
9. Appendix with all pertinent design data, survey field notes, hydraulic calculations,
chart, graphs, and all other pertinent information used in the project.
The floodplain topography of the final park design needs to take into account the location
and elevation of park structures requiring protection from flood flows. No development is
allowed in the floodplain or the erosion buffer area along Spring Creek. Studies need to
include enough detail to ensure the recreation center can be constructed in the future to
be compatible with the plans developed for the park.
3. Transportation Requirements
Transportation studies and reports need to be completed for the park complying with the
current City requirements for this development. Spring Canyon Community Park will obtain
primary access from Horsetooth Road. Secondary access will be obtained from
Overland Trail Road. It is not anticipated that a road will need to connect through the park
except for maintenance and emergency vehicles. Access to the park needs to include
alternate modes of transportation.
The Consultant will provide services to complete required transportation impact studies
related to the development of the park. The future recreation center needs to be included
in this study to the level needed to ensure the facility can be added to the park at a later
date.
4. Recreation Center
Space in the park needs to be identified for a future recreation center and associated
parking. Currently this center is unfunded with no funding anticipated for several years.
The center should be designed as a 60,000 square foot facility with associated parking.
The center would contain such items as gymnasiums, large and small meeting rooms,
kitchen, and multi-purpose exercise rooms.
The center should also be designed to include an outdoor pool. The pool would have
water slides and allow for some lap swimming. Parking for the center needs to include
the spaces needed for the pool.
No design drawings or specifications are required under this contract for the recreation
center and pool. The Consultant is to plan an area in the park for these future items.
5. Maintenance Center
The maintenance center would contain offices, storage areas, vehicle bays and
restrooms having a floor area of about 6,000 square feet. An outdoor storage area
adjacent to the building should be about 1 acre in size. The maintenance center needs to
be located on the park site to blend into the park features, but still be functional for on-site
and off-site maintenance activities. Construction documentation for construction of the
maintenance facility is a part of the Consultant’s work.
6. Spring Creek and Fossil Creek Trails
The Consultant will design the trails on the park property. The trail will be a minimum of
10’ wide concrete. A minimum 5’ wide gravel path will parallel the trail where possible for
users who prefer a softer walking surface. Trail bridges will be minimum of 10’ wide and
will need to be designed to fit into the theme of the park.
7. Horsetooth Road Improvements
The Consultant wlil prepare a design, specifications and drawings for the construction of
improvements to Horsetooth Road to current City standards and requirements as required
for the park’s development. Work will include a drainage structure over Spring Creek for
vehicles.
8. Construction
The City anticipates one construction document for bidding and construction of the park.
Bid items shall be a combination of lump sum and individual items.
9. Meetings and Public Process
Coordination and review by city staff will be required throughout the project.
As the park design progresses, review by other City Departments will be
necessary. The Consultant will be expected to participate in these reviews.
Meetings - It is anticipated that the following meetings will be required, at a
minimum, for this project:
Initial Coordination Meeting: At this meeting the Consultant will be expected to provide a
detailed schedule of the design process, including the work of any sub-consultants,
identifying important milestones in the process and target dates for these milestones.
Design Charette: A two day design charette with City staff is required early in the design
process so the Consultant has current information from affected departments. The
charette will also be used to develop conceptual plans for the park.
Progress Meetings: Progress meetings will be held every two weeks during the course
of the project. Meetings may be more frequent at times, if need be.
Parks and Recreation Lead Team: The Consultant will meet four times wtih the Lead Team
for review and direction from this group. The Consultant will bring appropriate drawings
and information for review.
Utility Coordination: At least four meetings are anticipated to coordinate
with affected utility companies. Prior to meeting with utilities, the City will
assist the Consultant in collecting comments from utilities through the
existing utility coordination process.
Public meetings: The City anticipates there will be four public meetings. The meetings will
be in the form of an open house. The City will be responsible for leading the public
involvement program with the support of the Consultant. The Consultant will be
responsible for development of renderings for the public meetings.
The Consultant will be expected to attend 6 city board meetings for review of the project.
Attend one Conceptual Review and one Administrative Review meeting. The park is
subject to the City’s development process at the Administrative Level.
10. Design Standards
The City’s current standards for development review, engineering, stormwater, utility
work, and building permits will apply to this project.
The City will design the irrigation system. The City will provide drawings and
specifications to be included into the bid documents.
The City will provide standard materials lists and/or specifications for the following:
Typical restroom layout and fixtures
Seed and soil preparation
Seed mix and seeding specifications
Landscape plantings
Site amenities including picnic tables, grills, and basketball standards
Lighting standards
11. Data Collection and Reconnaissance
The Consultant shall under take data collection only after diligent preplanning so that the
amount of actual fieldwork required can be kept to a minimum while still obtaining the
necessary information. The Consultant will undertake the surveys necessary to
establish horizontal and vertical control for the park design and hydrology and hydraulic
studies.
Topographic surveys will extend along Spring Creek through the park site, and off-site,
for the extent needed to produce HEC-2 cross-sections for the 500-year storm event.
The Consultant will provide soils information as needed for the park design and the
Consultant’s work.
The Consultant will coordinate and design all utility work needed for the development of
the park. Utilities need to be evaluated for the addition of the recreation center. The City
will assist the Consultant in obtaining information about critical utilities by potholing if
necessary.
12. Design Development Phase
The Consultant shall prepare up to three options for review relating to the development of
the park. Options need to show different elements and layouts for the park Options
need to have associated costs and any other pertinent information, which will help staff
and the public, select the preferred design.
13. Final Design and Construction Documents
The Consultant shall prepare detailed construction drawings of the proposed park
improvements on 24” x 36”, 3-mil double mat inked Mylar. The final scale of the drawings
will be determined based upon the complexity of the design, but shall not be smaller than
1” = 50’. Five sets of construction drawings shall be signed and sealed by a professional
engineer licensed in the State of Colorado. The original set of inked Mylar shall be the
property of the City. Drawings shall be also given to the City on Autocad files on cds.
At a minimum, the Construction Drawings shall contain:
1. The date of preparation, scale, north arrow, and legend
2. Project title
3. Title sheet with index
4. Plan and profile sheet(s) including all subsurface drainage and utilities
5. Property ownership, construction easements, and permanent easements(if
required)
6. Existing conditions, including location of all utilities
7. Cross sectional view(s) of channel improvements and construction details of
improvements. Hydraulic views shall include applicable water surface
elevations such as the 100-year storm depth.
8. Erosion control methods and details
9. Landscape Plan
10. Park improvements, site plans, grading plans, architectural plans and detail
sheets as needed
The City will prepare the final contract Documents (drawings and specifications)
for bidding of the project through the City of Fort Collins’ Purchasing
Department. Review of the documents by the appropriate City Departments will
be required prior to bidding.
The Consultant shall prepare a Final Design Report (four (4) copies), which will
summarize any major changes from the Preliminary Design decisions.
14.Construction Administration Services
The Consultant will provide assistance during the pre-bid period and aid prospective
bidders in fully understanding the scope of the project and explaining any unusual or
significant features. The Consultant will assist the City in conducting a pre-bid
conference and job-walk with contractors and suppliers. Respond to inquires as
directed by the City. The Consultant will assist the City in the preparation of addendums,
review of proposals and qualifications of contractors and suppliers.
The Consultant will provide construction administration assistance as requested by the
City.
For this proposal process the Consultant is to estimate construction administration
services based on the following:
Pre bid process: Consultant Team- 200 hours
Contact Administration assistance and inspection: Consultant Team- 1000 hours
The Consultant will provide a set of Mylars and a cd to the contractor for preparation of
the “as-built” record drawing set for the completed project.
V. CONSTRUCTION PLANS—City approval, Quality of Work
The Consultant shall be responsible for the professionalism and technical accuracy and
coordination of all services such as designs, drawings, specifications, costs estimates,
and other work or materials furnished to the City by the Consultant under this contract.
The project submitted by the Consultant shall represent the best engineering solution
possible for the scope of work in the contract. All work must be in accordance with the
current criteria, guides, and specifications listed in the scope and shall be in accordance
with the best engineering practices. Workmanship shall be neat with all lines and lettering
of uniform weight and clarity for complete legibility and satisfactory reproduction. Any
computer disks submitted must be scanned for viruses using a commercial virus
scanning program. All elements of submittals shall be checked by the Consultant and
such check shall be made by persons other than those preparing the material and by
professional personnel trained in that specific discipline. Error and deficiencies shall be
corrected by the Consultant at no additional charge to the City.
VI. FEES
A. The engineering services will be awarded based on a Not-to-Exceed Time and
Reimbursable Direct Cost Basis Agreement. The Consultant will provide as part of
their proposal a rough order-of magnitude estimate of design fees, based upon the
services described in this proposal. Upon the selection of the Consultant, the final
fee will be negotiated with input form the Consultant based upon how they foresee
the overall project.
VII. SCHEDULE
Advertising March, 2004
Award April, 2004
Design May, 2004 through fall, 2005
Bidding Fall, 2005
Construction 2006 through spring 2007
VII. Evaluation and Assessment of Proposal
An evaluation committee shall rank the interested firms based on their written
proposals using the ranking system set forth below. Firms shall be evaluated on the
following criteria.
The ranking scale shall be from 1 to 5, with 1 being a poor rating and 5 an outstanding
rating. Recommended weighting factors for the criteria are listed adjacent to the
qualification.
Weighting Factor
Qualification
Standard
2.0
Scope of Proposal
Does the proposal show an
understanding of the project objective,
methodology to be used, and results
that are desired from the project?
2.0
Assigned Personnel
Do the persons who will be working on
the project have the necessary skills?
Are sufficient people of the requisite
skills assigned to the project?
1.0
Availability
Can the work be completed in the
necessary time? Can the target start
and completion dates be met? Are
other qualified personnel available to
assist in meeting the project schedule if
required? Is the project team available
to attend meetings as required by the
Scope of Work?
1.0
Motivation
Is the firm interested and are they
capable of doing the work in the
required time frame?
2.0
Cost and Work Hours
Do the proposed cost and work hours
compare favorably with the project
Manager's estimate? Are the work
hours presented reasonable for the
effort required in each project task or
phase?
2.0
Firm Capability
Does the firm have the support
capabilities the assigned personnel
require? Has the firm done previous
projects of this type and scope?
VIII Reference Evaluation (Top-ranked firms)
The Project Manager will check references using the following criteria. The
evaluation rankings will be labeled Satisfactory / Unsatisfactory.
QUALIFICATION STANDARD
Overall Performance Would you hire this Professional again? Did
they show the skills required by this project?
Timetable Was the original Scope of Work completed
within the specified time? Were interim
deadlines met in a timely manner?
Completeness Was the Professional responsive to client
needs; did the Professional anticipate
problems? Were problems solved quickly
and effectively?
Budget Was the original Scope of Work completed
within the project budget?
Job Knowledge a) If a study, did it meet the Scope of
work?
b) If Professional administered a
construction contract, was the
project functional upon completion
and did it operate properly? Were
problems corrected quickly and
effectively.
4.1 Qualification and Standard
QUALIFICATION STANDARD
Overall Performance Would you hire this Professional again? Did
they show the skills required by this project?
Timetable Was the original Scope of Work completed
within the specified time? Were interim
deadlines met in a timely manner?
Completeness Was the Professional responsive to client
needs; did the Professional anticipate
problems? Were problems solved quickly
and effectively?
Budget Was the original Scope of Work completed
within the project budget?
Job Knowledge a) If a study, did it meet the Scope of
work?
b) If Professional administered a
construction contract, was the
project functional upon completion
and did it operate properly? Were
problems corrected quickly and
effectively.
PROFESSIONAL SERVICES AGREEMENT
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 _____, [insert either a corporation, a partnership
or an individual, doing business as____________], hereinafter referred to as
"Professional".
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is
agreed by and between the parties hereto as follows:
1. Scope of Services. The Professional agrees to provide services in
accordance with the scope of services attached hereto as Exhibit "A", consisting of
_____ (_____) page[s], and incorporated herein by this reference.
2. The Work Schedule. [Optional] The services to be performed pursuant to
this Agreement shall be performed in accordance with the Work Schedule attached
hereto as Exhibit "B", consisting of _____ (_____) page[s], and incorporated herein by
this reference.
3. Time of Commencement and Completion of Services. The services to be
performed pursuant to this Agreement shall be initiated within _____ (_____) days
following execution of this Agreement. Services shall be completed no later than _____.
Time is of the essence. Any extensions of the time limit set forth above must be agreed
upon in writing by the parties hereto.
4. Early Termination by City. Notwithstanding the time periods contained
herein, the City may terminate this Agreement at any time without cause by providing
written notice of termination to the Professional. Such notice shall be delivered at least
fifteen (15) days prior to the termination date contained in said notice unless otherwise
agreed in writing by the parties.
All notices provided under this Agreement shall be effective when mailed, postage
prepaid and sent to the following addresses:
Professional:
City: With Copy to:
In the event of any such early termination by the City, the Professional shall be paid for
services rendered prior to the date of termination, subject only to the satisfactory
performance of the Professional's obligations under this Agreement. Such payment shall
be the Professional's sole right and remedy for such termination.
5. Design, Project Indemnity and Insurance Responsibility. The Professional
shall be responsible for the professional quality, technical accuracy, timely completion
and the coordination of all services rendered by the Professional, including but not limited
to designs, plans, reports, specifications, and drawings and shall, without additional
compensation, promptly remedy and correct any errors, omissions, or other deficiencies.
The Professional shall indemnify, save and hold harmless the City, its officers and
employees in accordance with Colorado law, from all damages whatsoever claimed by
third parties against the City; and for the City's costs and reasonable attorneys fees,
arising directly or indirectly out of the Professional's negligent performance of any of the
services furnished under this Agreement. The Professional shall maintain commercial
general liability insurance in the amount of $500,000 combined single limits, and errors
and omissions insurance in the amount of ___________.
6. Compensation. [Use this paragraph or Option 1 below.] In consideration
of the services to be performed pursuant to this Agreement, the City agrees to pay
Professional a fixed fee in the amount of _____ ($_____) plus reimbursable direct costs.
All such fees and costs shall not exceed _____ ($_____). Monthly partial payments
based upon the Professional's billings and itemized statements are permissible. The
amounts of all such partial payments shall be based upon the Professional's City-verified
progress in completing the services to be performed pursuant hereto and upon the City's
approval of the Professional's actual reimbursable expenses. Final payment shall be
made following acceptance of the work by the City. Upon final payment, all designs,
plans, reports, specifications, drawings, and other services rendered by the Professional
shall become the sole property of the City.
6. Compensation. [Option 1] In consideration of the services to be
performed pursuant to this Agreement, the City agrees to pay Professional on a time and
reimbursable direct cost basis according to the following schedule:
Hourly billing rates: _____
Reimbursable direct costs: _____
with maximum compensation (for both Professional's time and reimbursable direct costs)
not to exceed _____ ($_____). Monthly partial payments based upon the Professional's
billings and itemized statements of reimbursable direct costs are permissible. The
amounts of all such partial payments shall be based upon the Professional's City-verified
progress in completing the services to be performed pursuant hereto and upon the City's
approval of the Professional's reimbursable direct costs. Final payment shall be made
following acceptance of the work by the City. Upon final payment, all designs, plans,
reports, specifications, drawings and other services rendered by the Professional shall
become the sole property of the City.
7. City Representative. The City will designate, prior to commencement of
work, its project representative who shall make, within the scope of his or her authority,
all necessary and proper decisions with reference to the project. All requests for
contract interpretations, change orders, and other clarification or instruction shall be
directed to the City Representative.
8. Project Drawings. [Optional] Upon conclusion of the project and before
final payment, the Professional shall provide the City with reproducible drawings of the
project containing accurate information on the project as constructed. Drawings shall be
of archival quality, prepared on stable mylar base material using a non-fading process to
prove for long storage and high quality reproduction.
9. Monthly Report. Commencing thirty (30) days after the date of execution
of this Agreement and every thirty (30) days thereafter, Professional is required to
provide the City Representative with a written report of the status of the work with
respect to the Scope of Services, Work Schedule, and other material information. Failure
to provide any required monthly report may, at the option of the City, suspend the
processing of any partial payment request.
10. Independent Contractor. The services to be performed by Professional
are those of an independent contractor and not of an employee of the City of Fort Collins.
The City shall not be responsible for withholding any portion of Professional's
compensation hereunder for the payment of FICA, Workers' Compensation, other taxes or
benefits or for any other purpose.
11. Personal Services. It is understood that the City enters into this
Agreement based on the special abilities of the Professional and that this Agreement shall
be considered as an agreement for personal services. Accordingly, the Professional
shall neither assign any responsibilities nor delegate any duties arising under this
Agreement without the prior written consent of the City.
12. Acceptance Not Waiver. The City's approval of drawings, designs, plans,
specifications, reports, and incidental work or materials furnished hereunder shall not in
any way relieve the Professional of responsibility for the quality or technical accuracy of
the work. The City's approval or acceptance of, or payment for, any of the services shall
not be construed to operate as a waiver of any rights or benefits provided to the City
under this Agreement.
13. 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.
14. Remedies. In the event a party has been declared in default, such
defaulting party shall be allowed a period of ten (10) days within which to cure said
default. In the event the default remains uncorrected, the party declaring default may
elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as
continuing and require specific performance; or (c) avail himself of any other remedy at
law or equity. If the non-defaulting party commences legal or equitable actions against
the defaulting party, the defaulting party shall be liable to the non-defaulting party for the
non-defaulting party's reasonable attorney fees and costs incurred because of the
default.
15. Binding Effect. This writing, together with the exhibits hereto, constitutes
the entire agreement between the parties and shall be binding upon said parties, their
officers, employees, agents and assigns and shall inure to the benefit of the respective
survivors, heirs, personal representatives, successors and assigns of said parties.
16. Law/Severability. The laws of the State of Colorado shall govern the
construction, interpretation, execution and enforcement of this Agreement. In the event
any provision of this Agreement shall be held invalid or unenforceable by any court of
competent jurisdiction, such holding shall not invalidate or render unenforceable any other
provision of this Agreement.
17. 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[s], attached hereto and incorporated herein by this
reference.
THE CITY OF FORT COLLINS, COLORADO
By: _________________________________
John F. Fischbach
City Manager
By: _________________________________
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
DATE: ______________________________
ATTEST:
_________________________________
City Clerk
APPROVED AS TO FORM:
_________________________________
Assistant City Attorney
[Insert Professional's name] or
[Insert Partnership Name] or
[Insert individual's name]
Doing business as ____[insert name of business]
By: __________________________________
Title: _______________________________
CORPORATE PRESIDENT OR VICE PRESIDENT
Date: _______________________________
ATTEST:
_________________________________ (Corporate Seal)
Corporate Secretary