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HomeMy WebLinkAboutRFP - P933 TIMBERLINE ROAD WIDENING2/9/00 REQUEST FOR PROPOSAL Proposal Number P-933 TIMBERLINE ROAD WIDENING DRAKE TO PROSPECT The City of Fort Collins is seeking proposals from The City of Fort Collins is soliciting proposals from qualified consultants for roadway design services for the Timberline Road Improvements Project (Drake Road to Prospect Road). Written proposals, seven (7) 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 2, 2004. Proposal No. P-933. 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 Matt Baker, Engineering, 970-224-6108. Questions regarding proposals submittal or process should be directed to John Stephen, CPPO, Senior Buyer, 970-221-6777. A copy of the Proposal may be obtained as follows: 1. Download the Proposal/Bid from the Purchasing Webpage, 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 2/9/00 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. 2/9/00 Request for Proposal For Consulting Engineering Services Timberline Road Widening, Drake Road to Prospect Road For The City of Fort Collins Engineering Department RFP # 933 Section 1.0: Proposal Requirements: 1.1 General Description The City of Fort Collins is soliciting proposals from qualified consultants for roadway design services for the Timberline Road Widening Project (Drake Road to Prospect Road). The successful proposer will address all of the tasks, issues, and requested information in their proposal, possess the requisite skills and manpower necessary to complete the project on time, and be motivated to work with staff, citizens, and governing bodies to accomplish the goals and objectives associated with the project. 1.2 Proposal Submittal The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal. Firms submitting proposals shall submit seven (7) copies of their proposal. Qualified consultants interested in performing the work described in this request for proposal should submit the following information to the City. 1. Qualifications of your firm and staff proposed to perform the work on this project. This should include resumes, work history, and years of experience with current firm for all staff to be used specifically on this project and any recommendations/commendation letters received for past projects. 2. A list of similar projects completed in the last five years. 3. Provide a detailed engineering cost estimate for the project, as described in Section 2 (Scope of Work) of this RFP, including a cost breakdown of hourly rates and number of hours assigned for each task of work for all personnel and sub-consultants. These unit costs may be used for consulting during construction and plan revisions. Also include hourly rates for construction surveying which may be used for construction surveying. Please include a listing of proposed personnel with their applicable project billing rate and project title. 4. References from at least three other projects with similar requirements that have been completed within the past five years and that have involved the staff proposed to work on this project. The projects listed as 2/9/00 references for the firm and staff are not required to be the same. As part of the reference check process, the City may choose to visit one or more of the listed projects and/or request a copy of the plans and documentation completed. 5. A sample plan and profile sheet, structure design sheet, and intersection design sheet of a similar project should be included in each submittal. Examples should be no smaller than 11”x17”. 6. Limit the total length of your proposal to a maximum of 42 pages (excluding covers and dividers). The Director of Purchasing and Risk Management may reject proposals received that are longer than 42 pages in length. 1.3 Contacts Questions related to procedures should be directed to: John Stephen – CPPO, CPBB, Senior Buyer City of Fort Collins Purchasing 215 N. Mason Street P.O. Box 580 Fort Collins, CO 80522 Phone 970-221-6775 E-mail: jstephen@fcgov.com Questions related to the scope of work should be directed to: Project Manager Matt Baker City of Fort Collins Engineering 281 N. College Ave. P.O. Box 580 Fort Collins, CO 80522 Phone 970-224-6108 E-mail: mbaker@fcgov.com Project Engineers Eileen Bayens Scott Woodruff City of Fort Collins Engineering 281 N. College Ave. P.O. Box 580 Fort Collins, CO 80522 Phone 970-221-6605 1.4 Pre-proposal Meeting A pre-proposal meeting will be held at 281 N. College, Conference Room A, Fort Collins, Colorado, at 1:00p.m., on March 25th, 2004. Oral interviews and presentations for the top three proposers are expected to be held on April 5th -7th, 2004 with work beginning on or around April 12th, 2004. 2/9/00 Section 2.0 Scope of Work 2.1 Background The services will generally consist of the preparation of a conceptual design, a 50% submittal design, a 90% submittal design, a final (100%) design, and as- built plans. 2.2 General Project Description The limits of this project will be along Timberline Road from the North side of the existing concrete intersection at Drake Road, through the intersection of Prospect Road. The Prospect Road intersection limits will include transitions to the North, East, and West. The Conceptual Design will be for a future ultimate six lane arterial roadway section through the above stated limits. The 50% Submittal Design will be for the ultimate six lane arterial roadway section and the interim four lane arterial roadway section through the above stated limits. The 50% Submittal Design will include the necessary structure improvements at Spring Creek and an intersection design for the intersection of Prospect and Timberline. The 90% Submittal Design and Final Design will be for interim improvements to upgrade Timberline Road to a four lane arterial roadway section through the above stated limits. The 90% Submittal Design and Final Design will include structure improvements at Spring Creek for an ultimate six lane arterial roadway and a concrete intersection design at Prospect Road and Timberline Road based on the ultimate six lane arterial roadway. The consultant will also provide the city with as-built plan drawings of the interim four lane roadway. 2.3 Project Requirements Drainage Study for Roadway Improvements and Structure Design – Cost included in submittal proposal • A drainage study will be required for the ultimate six lane arterial roadway section and the design of structures crossing Spring Creek. • The consultant shall meet the City Stormwater Utility Department’s design requirements in the preparation of the drainage study. Transportation Impact Study (TIS) – Cost included in submittal proposal • The consultant shall meet the City Traffic Department’s requirements for the preparation of a detailed TIS, in accordance with the Larimer County Urban Area Street Standards, Chapter 4. The results of the TIS shall be used in the pavement design and to adequately size turn lanes, access points, and intersections. • A traffic impact study will be required for determining necessary auxiliary movements, intersection design at Prospect Road, intersection design at Midpoint Drive, and additional intersections required at proposed developments at Spring Creek Farm LLC and Johnson Farm. • The TIS should address all modes of travel and should account for anticipated traffic from Spring Creek Farm LLC, Johnson Farm Development, Prospect Road and the future development of properties along Timberline Road. 2/9/00 Conceptual Engineering Design – Cost included in submittal proposal • At the conceptual design level, the roadway consultant will be required to provide conceptual design alternatives for horizontal and vertical roadway alignments for the ultimate six lane arterial roadway section of Timberline Road from Prospect Road to Drake Road, including the intersection of Prospect Road and Timberline Road. • The conceptual design will include a strip map of the ultimate six lane arterial roadway and the interim 4 lane roadway. The strip map will show ROW, intersections, structures and historical resources. • Significant coordination with the proposed developments at Spring Creek Farm LLC and Johnson Farm is expected in order to integrate development construction issues with the roadway design. • The consultant will provide an environmental assessment that recognizes and addresses potential conflicts with the existing natural resources on the jobsite. This will include 404 studies, raptor studies, stream impact studies, etc. • Preservation options for the existing Johnson Farm House (Historic Resource) must be addressed. • Preservation of cottonwood trees on Johnson Farm must be addressed. • The consultant will be required to prepare concept plans and presentation graphics for public forums and be present to answer questions. One open house, four neighborhood meetings, one landmark preservation meeting, one planning and zoning board meeting, one Transportation Board meeting, and one council study session are anticipated. 50% Submittal Design – Cost included in submittal proposal • The final product for the 50% submittal design portion will be to provide refined detailed design plans and specifications for the ultimate six lane arterial section and the interim four lane arterial section, from Prospect Road to Drake Road. A status set of plans should be maintained and available to the owner for review and submittal to the appropriate City departments, utility companies and affected property owners. The designer will provide approximately 40 full size Xerox sets of plans and an electronic copy submitted on compact disc to the City for review. • The City will provide utility potholing and provide the information to the consultant to be included on final design plans. • Components will, at a minimum, include: • Horizontal and vertical alignment • Intersection design at Prospect Road and Timberline Road • Roadway components • Utility modifications or relocations using pothole information • Structural designs for box culverts and bridges • Railroad crossing design • Landscaping concepts • Drainage • Relocation of Spring Creek Trail Crossing • Removals 2/9/00 • Property and Right of Way exhibits for the entire project • The plans must locate all existing utilities and structures. They must be shown both horizontally and vertically and in relation to the proposed improvements. All utility conflicts must be identified and preliminary relocation/removal plans must be coordinated through the appropriate utility companies. • A strip map showing detailed alignment, ROW, intersections, structures and historic resources. • All plan work for this project must be completed using AutoCAD and be compatible with AutoCAD 2002. • The consultant will be required to provide their own surveying for the design. • The consultant will provide maps of right of way requirements, easement requirements, and a key map showing ROWs and easements within the overall project. • The consultant will provide ROW and proposed ROW staking for acquisition purposes. • The consultant will provide rough field staking of curb and gutter and other important alignments such as toe of slope in fill areas. • The consultant will meet on site with City staff to look at constructability issues. • The consultant should anticipate bi-weekly meetings during the 50% submittal process. • The consultant must provide detailed written monthly progress reports and minutes of project meetings throughout the duration of the design. The progress reports will be part of the billing submitted monthly throughout the entire project. • Upon completion of the 50% review, the consultant shall provide Right of Way legal descriptions and exhibits for all properties 90% Submittal Design – Negotiated scope using proposed unit costs after completion of 50% Design • At the 90% Submittal design level, the consultant will be required to provide complete detailed design plans for the four lane interim improvements for Timberline Road Project. Approximately 40 Xerox sets of plans will be provided for review. The scale of all full size drawings should be 1”=20’, 40’ or 50’. • Components of the 90% submittal design will include: • Structural design of Spring Creek bridge and modifications to existing bridge if necessary for the ultimate six lane arterial roadway • Concrete intersection design and joint layout for Prospect and Timberline based on the ultimate six lane arterial roadway section. • Detail sheet showing AUTOTURN templates for the Prospect and Timberline Intersection and striping of the intersection. • Provide exhibit for the Railroad crossing • Removal plans • Landscaping plans showing irrigation system for medians and parkways • Traffic striping and signing plans • Horizontal and vertical alignments 2/9/00 • Cross sections every 50 feet with additional cross sections at significant cut/fill locations showing utilities. • Intersection details for all intersections including the concrete intersection at Prospect and Drake with joint layout detail. • Utility relocations and stub outs for future services • Traffic signal plans • All standard and special construction details • Drainage, grading, and erosion control plan • Detailed cost estimate • The 90% submittal plans should provide all available information that a contractor would need to accurately bid and build the project. The plan set should be clean and readable. • The City will determine the pavement design and provide this information to the consultant to incorporate into the cross sections and roadway design details. The cross-sections should show both the existing and proposed pavement sections. • The consultant will provide the City with detailed monthly billing statements which will include names, hours and scope of completed work. • The consultant should anticipate bi-weekly meetings with the project manager and project engineer during the 90% submittal design process. Final (100%) Design – Cost included in submittal proposal • The final drawings must be signed, sealed and inked on reproducible Mylar – 24”x36”. The consultant will also submit five sets of signed, sealed and inked blue line drawings. The scale of all full size drawings should be 1”=20’, 40’ or 50’. • Electronic copies of Final Design plan sheets and Base map shall be submitted on compact disk. • Components of the final design will include: • Necessary revisions and additions to the 90% submittal plans based on input from City review process. • Strip map and design engineer available for pre-bid meeting and pre- construction meeting. • An engineer’s report which consolidates the technical information regarding the proposed Special Improvement District (SID) including a map showing the location of the SID, rights-of-way and easement descriptions, the legal description of the SID boundary, a breakdown of the estimated costs of construction and engineering, City oversizing, collection, advertising, construction management and miscellaneous costs, interim financing methods, a narrative description of the proposed improvements, and a provision allowing for additions or deletions of improvements. Refer to the Municipal Code, Chapter 22 and SID Manual, which will be available upon request. 2/9/00 Construction Surveying – Hourly Costs included in submittal proposal • The consultant will provide the City with hourly rates for construction surveying services which the City may decide to use for construction surveying services. Exhibits – Hourly costs included in submittal proposal • The consultant will provide the City with hourly rates for preparing exhibits which the city may decide to use for additional public outreach. As-Built Plans – Cost included in submittal proposal • The consultant will provide the City with As-Built plans of the four lane interim improvements on reproducible Mylar – 24”x36”. Electronic copies of As-Built plan sheets will also be submitted on compact disc. • The As-Built plans shall include: • Storm Sewer certification • Field changes to roadway (entrances, crosswalks, median locations, etc.) • Field changes to median plantings and irrigation systems 2.4 Project Schedule It is expected the 50% design of this project will be complete in August 2004. The City anticipates the final design to be completed in January 2005 and construction beginning in the summer of 2005. The designer should also anticipate a four week review session by the city for each submittal of the design. Section 3.0: Terms and Conditions The payment for services, as described under Scope of Services, shall be based upon hourly rates as outlined in the submitted cost schedule/estimate. The submitted cost estimate shall establish a “not to exceed” amount for the contract. Any changes in scope to the original contract will be treated as a negotiated change order to the contract. Reimbursable will be at cost. 2/9/00 Section 4.0: Evaluation REVIEW AND ASSESSMENT Professional firms will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and 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 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? 2/9/00 Reference evaluation (Top Ranked Firm) The project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? 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? 2/9/00 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 2/9/00 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 $500,000 combined single limits, and errors and omissions insurance in the amount of ___________. 2/9/00 6. Compensation. [Use this paragraph or Option 1 below.] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional a fixed fee in the amount of _____ ($_____) 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. 2/9/00 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. 2/9/00 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 2/9/00 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 2/9/00 REQUEST FOR PROPOSAL Proposal Number P-933 TIMBERLINE ROAD WIDENING DRAKE TO PROSPECT The City of Fort Collins is seeking proposals from The City of Fort Collins is soliciting proposals from qualified consultants for roadway design services for the Timberline Road Improvements Project (Drake Road to Prospect Road). Written proposals, seven (7) 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 2, 2004. Proposal No. P-933. 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 Matt Baker, Engineering, 970-224-6108. Questions regarding proposals submittal or process should be directed to John Stephen, CPPO, Senior Buyer, 970-221-6777. A copy of the Proposal may be obtained as follows: 1. Download the Proposal/Bid from the Purchasing Webpage, 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 2/9/00 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. 2/9/00 Request for Proposal For Consulting Engineering Services Timberline Road Widening, Drake Road to Prospect Road For The City of Fort Collins Engineering Department RFP # 933 Section 1.0: Proposal Requirements: 1.1 General Description The City of Fort Collins is soliciting proposals from qualified consultants for roadway design services for the Timberline Road Widening Project (Drake Road to Prospect Road). The successful proposer will address all of the tasks, issues, and requested information in their proposal, possess the requisite skills and manpower necessary to complete the project on time, and be motivated to work with staff, citizens, and governing bodies to accomplish the goals and objectives associated with the project. 1.2 Proposal Submittal The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal. Firms submitting proposals shall submit seven (7) copies of their proposal. Qualified consultants interested in performing the work described in this request for proposal should submit the following information to the City. 1. Qualifications of your firm and staff proposed to perform the work on this project. This should include resumes, work history, and years of experience with current firm for all staff to be used specifically on this project and any recommendations/commendation letters received for past projects. 2. A list of similar projects completed in the last five years. 3. Provide a detailed engineering cost estimate for the project, as described in Section 2 (Scope of Work) of this RFP, including a cost breakdown of hourly rates and number of hours assigned for each task of work for all personnel and sub-consultants. These unit costs may be used for consulting during construction and plan revisions. Also include hourly rates for construction surveying which may be used for construction surveying. Please include a listing of proposed personnel with their applicable project billing rate and project title. 4. References from at least three other projects with similar requirements that have been completed within the past five years and that have involved the staff proposed to work on this project. The projects listed as 2/9/00 references for the firm and staff are not required to be the same. As part of the reference check process, the City may choose to visit one or more of the listed projects and/or request a copy of the plans and documentation completed. 5. A sample plan and profile sheet, structure design sheet, and intersection design sheet of a similar project should be included in each submittal. Examples should be no smaller than 11”x17”. 6. Limit the total length of your proposal to a maximum of 42 pages (excluding covers and dividers). The Director of Purchasing and Risk Management may reject proposals received that are longer than 42 pages in length. 1.3 Contacts Questions related to procedures should be directed to: John Stephen – CPPO, CPBB, Senior Buyer City of Fort Collins Purchasing 215 N. Mason Street P.O. Box 580 Fort Collins, CO 80522 Phone 970-221-6775 E-mail: jstephen@fcgov.com Questions related to the scope of work should be directed to: Project Manager Matt Baker City of Fort Collins Engineering 281 N. College Ave. P.O. Box 580 Fort Collins, CO 80522 Phone 970-224-6108 E-mail: mbaker@fcgov.com Project Engineers Eileen Bayens Scott Woodruff City of Fort Collins Engineering 281 N. College Ave. P.O. Box 580 Fort Collins, CO 80522 Phone 970-221-6605 1.4 Pre-proposal Meeting A pre-proposal meeting will be held at 281 N. College, Conference Room A, Fort Collins, Colorado, at 1:00p.m., on March 25th, 2004. Oral interviews and presentations for the top three proposers are expected to be held on April 5th -7th, 2004 with work beginning on or around April 12th, 2004. 2/9/00 Section 2.0 Scope of Work 2.1 Background The services will generally consist of the preparation of a conceptual design, a 50% submittal design, a 90% submittal design, a final (100%) design, and as- built plans. 2.2 General Project Description The limits of this project will be along Timberline Road from the North side of the existing concrete intersection at Drake Road, through the intersection of Prospect Road. The Prospect Road intersection limits will include transitions to the North, East, and West. The Conceptual Design will be for a future ultimate six lane arterial roadway section through the above stated limits. The 50% Submittal Design will be for the ultimate six lane arterial roadway section and the interim four lane arterial roadway section through the above stated limits. The 50% Submittal Design will include the necessary structure improvements at Spring Creek and an intersection design for the intersection of Prospect and Timberline. The 90% Submittal Design and Final Design will be for interim improvements to upgrade Timberline Road to a four lane arterial roadway section through the above stated limits. The 90% Submittal Design and Final Design will include structure improvements at Spring Creek for an ultimate six lane arterial roadway and a concrete intersection design at Prospect Road and Timberline Road based on the ultimate six lane arterial roadway. The consultant will also provide the city with as-built plan drawings of the interim four lane roadway. 2.3 Project Requirements Drainage Study for Roadway Improvements and Structure Design – Cost included in submittal proposal • A drainage study will be required for the ultimate six lane arterial roadway section and the design of structures crossing Spring Creek. • The consultant shall meet the City Stormwater Utility Department’s design requirements in the preparation of the drainage study. Transportation Impact Study (TIS) – Cost included in submittal proposal • The consultant shall meet the City Traffic Department’s requirements for the preparation of a detailed TIS, in accordance with the Larimer County Urban Area Street Standards, Chapter 4. The results of the TIS shall be used in the pavement design and to adequately size turn lanes, access points, and intersections. • A traffic impact study will be required for determining necessary auxiliary movements, intersection design at Prospect Road, intersection design at Midpoint Drive, and additional intersections required at proposed developments at Spring Creek Farm LLC and Johnson Farm. • The TIS should address all modes of travel and should account for anticipated traffic from Spring Creek Farm LLC, Johnson Farm Development, Prospect Road and the future development of properties along Timberline Road. 2/9/00 Conceptual Engineering Design – Cost included in submittal proposal • At the conceptual design level, the roadway consultant will be required to provide conceptual design alternatives for horizontal and vertical roadway alignments for the ultimate six lane arterial roadway section of Timberline Road from Prospect Road to Drake Road, including the intersection of Prospect Road and Timberline Road. • The conceptual design will include a strip map of the ultimate six lane arterial roadway and the interim 4 lane roadway. The strip map will show ROW, intersections, structures and historical resources. • Significant coordination with the proposed developments at Spring Creek Farm LLC and Johnson Farm is expected in order to integrate development construction issues with the roadway design. • The consultant will provide an environmental assessment that recognizes and addresses potential conflicts with the existing natural resources on the jobsite. This will include 404 studies, raptor studies, stream impact studies, etc. • Preservation options for the existing Johnson Farm House (Historic Resource) must be addressed. • Preservation of cottonwood trees on Johnson Farm must be addressed. • The consultant will be required to prepare concept plans and presentation graphics for public forums and be present to answer questions. One open house, four neighborhood meetings, one landmark preservation meeting, one planning and zoning board meeting, one Transportation Board meeting, and one council study session are anticipated. 50% Submittal Design – Cost included in submittal proposal • The final product for the 50% submittal design portion will be to provide refined detailed design plans and specifications for the ultimate six lane arterial section and the interim four lane arterial section, from Prospect Road to Drake Road. A status set of plans should be maintained and available to the owner for review and submittal to the appropriate City departments, utility companies and affected property owners. The designer will provide approximately 40 full size Xerox sets of plans and an electronic copy submitted on compact disc to the City for review. • The City will provide utility potholing and provide the information to the consultant to be included on final design plans. • Components will, at a minimum, include: • Horizontal and vertical alignment • Intersection design at Prospect Road and Timberline Road • Roadway components • Utility modifications or relocations using pothole information • Structural designs for box culverts and bridges • Railroad crossing design • Landscaping concepts • Drainage • Relocation of Spring Creek Trail Crossing • Removals 2/9/00 • Property and Right of Way exhibits for the entire project • The plans must locate all existing utilities and structures. They must be shown both horizontally and vertically and in relation to the proposed improvements. All utility conflicts must be identified and preliminary relocation/removal plans must be coordinated through the appropriate utility companies. • A strip map showing detailed alignment, ROW, intersections, structures and historic resources. • All plan work for this project must be completed using AutoCAD and be compatible with AutoCAD 2002. • The consultant will be required to provide their own surveying for the design. • The consultant will provide maps of right of way requirements, easement requirements, and a key map showing ROWs and easements within the overall project. • The consultant will provide ROW and proposed ROW staking for acquisition purposes. • The consultant will provide rough field staking of curb and gutter and other important alignments such as toe of slope in fill areas. • The consultant will meet on site with City staff to look at constructability issues. • The consultant should anticipate bi-weekly meetings during the 50% submittal process. • The consultant must provide detailed written monthly progress reports and minutes of project meetings throughout the duration of the design. The progress reports will be part of the billing submitted monthly throughout the entire project. • Upon completion of the 50% review, the consultant shall provide Right of Way legal descriptions and exhibits for all properties 90% Submittal Design – Negotiated scope using proposed unit costs after completion of 50% Design • At the 90% Submittal design level, the consultant will be required to provide complete detailed design plans for the four lane interim improvements for Timberline Road Project. Approximately 40 Xerox sets of plans will be provided for review. The scale of all full size drawings should be 1”=20’, 40’ or 50’. • Components of the 90% submittal design will include: • Structural design of Spring Creek bridge and modifications to existing bridge if necessary for the ultimate six lane arterial roadway • Concrete intersection design and joint layout for Prospect and Timberline based on the ultimate six lane arterial roadway section. • Detail sheet showing AUTOTURN templates for the Prospect and Timberline Intersection and striping of the intersection. • Provide exhibit for the Railroad crossing • Removal plans • Landscaping plans showing irrigation system for medians and parkways • Traffic striping and signing plans • Horizontal and vertical alignments 2/9/00 • Cross sections every 50 feet with additional cross sections at significant cut/fill locations showing utilities. • Intersection details for all intersections including the concrete intersection at Prospect and Drake with joint layout detail. • Utility relocations and stub outs for future services • Traffic signal plans • All standard and special construction details • Drainage, grading, and erosion control plan • Detailed cost estimate • The 90% submittal plans should provide all available information that a contractor would need to accurately bid and build the project. The plan set should be clean and readable. • The City will determine the pavement design and provide this information to the consultant to incorporate into the cross sections and roadway design details. The cross-sections should show both the existing and proposed pavement sections. • The consultant will provide the City with detailed monthly billing statements which will include names, hours and scope of completed work. • The consultant should anticipate bi-weekly meetings with the project manager and project engineer during the 90% submittal design process. Final (100%) Design – Cost included in submittal proposal • The final drawings must be signed, sealed and inked on reproducible Mylar – 24”x36”. The consultant will also submit five sets of signed, sealed and inked blue line drawings. The scale of all full size drawings should be 1”=20’, 40’ or 50’. • Electronic copies of Final Design plan sheets and Base map shall be submitted on compact disk. • Components of the final design will include: • Necessary revisions and additions to the 90% submittal plans based on input from City review process. • Strip map and design engineer available for pre-bid meeting and pre- construction meeting. • An engineer’s report which consolidates the technical information regarding the proposed Special Improvement District (SID) including a map showing the location of the SID, rights-of-way and easement descriptions, the legal description of the SID boundary, a breakdown of the estimated costs of construction and engineering, City oversizing, collection, advertising, construction management and miscellaneous costs, interim financing methods, a narrative description of the proposed improvements, and a provision allowing for additions or deletions of improvements. Refer to the Municipal Code, Chapter 22 and SID Manual, which will be available upon request. 2/9/00 Construction Surveying – Hourly Costs included in submittal proposal • The consultant will provide the City with hourly rates for construction surveying services which the City may decide to use for construction surveying services. Exhibits – Hourly costs included in submittal proposal • The consultant will provide the City with hourly rates for preparing exhibits which the city may decide to use for additional public outreach. As-Built Plans – Cost included in submittal proposal • The consultant will provide the City with As-Built plans of the four lane interim improvements on reproducible Mylar – 24”x36”. Electronic copies of As-Built plan sheets will also be submitted on compact disc. • The As-Built plans shall include: • Storm Sewer certification • Field changes to roadway (entrances, crosswalks, median locations, etc.) • Field changes to median plantings and irrigation systems 2.4 Project Schedule It is expected the 50% design of this project will be complete in August 2004. The City anticipates the final design to be completed in January 2005 and construction beginning in the summer of 2005. The designer should also anticipate a four week review session by the city for each submittal of the design. Section 3.0: Terms and Conditions The payment for services, as described under Scope of Services, shall be based upon hourly rates as outlined in the submitted cost schedule/estimate. The submitted cost estimate shall establish a “not to exceed” amount for the contract. Any changes in scope to the original contract will be treated as a negotiated change order to the contract. Reimbursable will be at cost. 2/9/00 Section 4.0: Evaluation REVIEW AND ASSESSMENT Professional firms will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and 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 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? 2/9/00 Reference evaluation (Top Ranked Firm) The project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? 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? 2/9/00 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 2/9/00 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 $500,000 combined single limits, and errors and omissions insurance in the amount of ___________. 2/9/00 6. Compensation. [Use this paragraph or Option 1 below.] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional a fixed fee in the amount of _____ ($_____) 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. 2/9/00 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. 2/9/00 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 2/9/00 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