HomeMy WebLinkAboutRFP - P973 ON CALL COMMERCIAL INDUSTRIAL ENERGY MGMTAdministrative Services
Purchasing Divison
215 North Mason Street y 2nd Floor y P.O. Box 580 y Fort Collins, CO 80522-0580 y (970) 221-6775 y Fax (970) 221-6707
www.fcgov.com
REQUEST FOR PROPOSAL
P973
On-Call Commercial & Industrial Energy Management Consulting Services
Written proposals, five (5) copies will be received at the City of Fort Collins' Purchasing
Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be
received before 3:00 p.m. (our clock), February 14, 2005. Proposal No. P973. If delivered,
they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If
mailed, the address is P.O. Box 580, Fort Collins, 80522-0580.
Questions concerning the scope of the project should be directed to Project Manager, Joan
Gregerson (970) 222-0227.
Questions regarding proposals submittal or process should be directed to Opal F. Dick, CPPO,
Senior Buyer (970) 221-6778.
A copy of the Proposal may be obtained as follows:
1. Call the Purchasing Fax-line, 970-416-2033 and follow the verbal instruction to
request document #30973.
2. Download the Proposal/Bid from the City of Fort Collins Webpage,
https://secure2.fcgov.com/bso/login.jsp.
3. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request
a copy of the Proposal.
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
Administrative Services
Purchasing Divison
215 North Mason Street y 2nd Floor y P.O. Box 580 y Fort Collins, CO 80522-0580 y (970) 221-6775 y Fax (970) 221-6707
www.fcgov.com
REQUEST FOR PROPOSAL
P973
On-Call Commercial & Industrial Energy Management Consulting Services
Written proposals, five (5) copies will be received at the City of Fort Collins' Purchasing
Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be
received before 3:00 p.m. (our clock), February 14, 2005. Proposal No. P973. If delivered,
they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If
mailed, the address is P.O. Box 580, Fort Collins, 80522-0580.
Questions concerning the scope of the project should be directed to Project Manager, Joan
Gregerson (970) 222-0227.
Questions regarding proposals submittal or process should be directed to Opal F. Dick, CPPO,
Senior Buyer (970) 221-6778.
A copy of the Proposal may be obtained as follows:
1. Call the Purchasing Fax-line, 970-416-2033 and follow the verbal instruction to
request document #30973.
2. Download the Proposal/Bid from the City of Fort Collins Webpage,
https://secure2.fcgov.com/bso/login.jsp.
3. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request
a copy of the Proposal.
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
Fort Collins Utilities
REQUEST FOR PROPOSAL
P973 On-Call Commercial & Industrial
Energy Management Consulting Services
1 INTRODUCTION
Fort Collins Utilities (Utilities) is seeking to contract with one or more consultants to provide on-
call services to support delivery of Utilities’ energy-efficiency programs and services. These
programs and services are part of a broad effort by Utilities to reduce electrical energy
consumption and peak electrical demand in Utilities service territory, as called for in the City's
Electric Energy Supply Policy (adopted by Fort Collins City Council in 2003).
2 SCOPE OF WORK
The Scope of Work described below is intended to emphasize some of the services the
Consultant will be asked to perform and is not an all inclusive list:
Energy Management Technical Expertise
Provide analysis and recommendations on specialized processes, end-use, or technology
applications for commercial and/or industrial customers which may include, but is not limited to:
Commercial and/or industrial refrigeration systems;
Motor and drive systems;
Heating, Ventilation, and Air Conditioning (HVAC) systems and controls;
Mechanical and electrical system commissioning, testing and verification;
• Compressed air equipment and systems;
• Lighting equipment and controls;
• Power quality/power factor correction;
• Industrial processes - equipment, controls & systems;
• Installation and maintenance of monitoring and metering equipment;
• Development and review of computer energy models;
• Peak demand reduction and load shifting strategies; and,
• Subconsultants – consultant may be asked to subcontract with a consultant to bring
additional expertise to a specific project.
Energy Management Field Services
• Development and/or evaluation of project costs and energy savings for site-specific Energy
Efficiency Measures (EEMs);
• Provide assessment and evaluation of efficiency potential of commercial buildings and
industrial facilities, including all electrical and mechanical systems and controls;
• Support efficiency projects by identifying EEMs, analyzing and documenting savings, writing
performance specifications, evaluating proposals and utility incentive potential;
• Provide support for lighting retrofit projects to address interior or exterior lighting qualitative
and quantitative issues;
• Provide feedback for limited redesign of the Utilities Energy Assessment service based on
experience and evaluation results;
• Plan and install end-use metering equipment to collect performance data for baseline
development, measurement and verification purposes and to assess efficiency potential;
• Assess and quantify demand response potential and develop peak demand reduction and
load shifting strategies; and,
• Delivery of Fort Collins Utilities demand side management services in accordance with
existing policies and guidelines.
Energy Management Program Support
Assist implementation planning for new or revised energy services programs targeting
commercial and industrial customers;
Assist development and maintenance of program and service delivery tools, such as
tracking systems, program manuals, software tools, etc.;
Revision to and development of standard incentive calculations;
Design and implementation of technical procedures; and,
Evaluation of new technologies - review of literature, performance verification on pilot
projects, savings calculations, specifications and generation of applied technical information
for Fort Collins Utilities staff.
The Work shall, at all times, be subject to the City’s general review and approval. The
Consultant shall confer with the City periodically during the progress of the Work, and shall
prepare and present such information and materials (e.g., a detailed outline of completed Work)
as may be pertinent, necessary, or requested by the City to determine the adequacy of the
Work or the Consultant’s progress.
3 PROPOSAL CONTENT
Proposals need to include the following information, at a minimum, to allow an orderly review
and evaluation.
• Table of Contents
• Company description
• Company experience with scope of work
• Specific staff qualifications and experience
• References
• Pricing information (hourly labor rates, reimbursable policies)
• General liability insurance coverage
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?
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?
PROFESSIONAL SERVICES AGREEMENT
WORK ORDER TYPE
THIS AGREEMENT made and entered into the day and year set forth below by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter
referred to as the "City" and _____, [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 any project Work Orders for (RFP or project name), issued by the City. A blank sample of a
work order is attached hereto as Exhibit "A", consisting of one (1) page and is incorporated
herein by this reference. No Work Order shall exceed $________. The City reserves the right
to independently bid any project rather than issuing a Work Order to the Professional for the
same pursuant to this Agreement.
2. The Work Schedule. The services to be performed pursuant to this Agreement
shall be performed in accordance with the Work Schedule stated on each Work Order.
3. Time of Commencement and Completion of Services. The services to be
performed pursuant to this Agreement shall be initiated as specified on each Work Order. Time
is of the essence. Any extensions of any time limit must be agreed upon in writing by the
parties hereto.
4. Contract Period. This Agreement shall commence upon the date of execution
shown on the signature page of this Agreement and shall continue in full force and effect for one
(1) year, unless sooner terminated as herein provided. In addition, at the option of the City, the
Agreement may be extended for an additional period of one (1) year at the rates provided with
written notice to the professional mailed no later than ninety (90) days prior to contract end.
4. Contract Period. [Option 1] This Agreement shall commence ________ ___, and
shall continue in full force and effect until ________ ___, unless sooner terminated as herein
provided. In addition, at the option of the City, the Agreement may be extended for additional
one year periods not to exceed ___ (_) additional one year periods. Renewals and pricing
changes shall be negotiated by and agreed to by both parties. The Denver Boulder Greeley
CPIU published by the Colorado State Planning and Budget Office will be used as a guide.
Written notice of renewal shall be provided to the Service Provider and mailed no later than
ninety (90) days prior to contract end.
5. Early Termination by City/Notice. 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 address:
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.
6. Design, Project Insurance 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 ___________.
7. Compensation. In consideration of services to be performed pursuant to this
Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis
designated in Exhibit "B", consisting of ___ (_) page(s), attached hereto and incorporated herein
by this reference. At the election of the City, each Work Order may contain a maximum fee,
which shall be negotiated by the parties hereto for each such Work Order. 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 to the Work Order and upon
approval of the Professional's direct 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.
8. 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.
9. Project Drawings. 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, prepared on stable
mylar base material using a non-fading process to provide for long storage and high quality
reproduction. "CD" disc of the as-built drawings shall also be submitted to the owner in and
AutoCAD version no older then the established city standard.
10. Monthly Report. Commencing thirty (30) days after Notice to Proceed is given on
any Work Order and every thirty days thereafter, Professional is required to provide the City
Representative with a written report of the status of the work with respect to the Work Order,
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.
11. 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.
12. 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.
13. 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.
14. 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.
15. 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.
16. 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.
17. 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.
18. Special Provisions. Special provisions or conditions relating to the services to
be performed pursuant to this Agreement are set forth in Exhibit "C", consisting of ___ (_)
page(s), attached hereto and incorporated herein by this reference.
THE CITY OF FORT COLLINS, COLORADO
By: _________________________________
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
Date: ______________________________
[Insert Professional's name] or
[Insert Partnership Name] or
[Insert individual's name]
Doing business as ____ [insert name of business]
ATTEST:
_________________________________
City Clerk
APPROVED AS TO FORM:
________________________________
Assistant City Attorney
By: _________________________________
Title: _______________________________
CORPORATE PRESIDENT OR VICE PRESIDENT
Date: _______________________________
ATTEST:
_________________________________ (Corporate Seal)
Corporate Secretary
EXHIBIT "A"
WORK ORDER FORM
PURSUANT TO AN AGREEMENT BETWEEN
THE CITY OF FORT COLLINS
AND
______________________
DATED: _____________
Work Order Number: __________________________________________________________________
Purchase Order Number: _______________________________________________________________
Project Title: ____________________________________________________________________
Commencement Date: ________________________________________________________________
Completion Date: _____________________________________________________________________
Maximum Fee: (time and reimbursable direct costs):__________________________________________
Project Description: ___________________________________________________________________
____________________________________________________________________________________
Scope of Services: ____________________________________________________________________
____________________________________________________________________________________
Professional agrees to perform the services
identified above and on the attached forms in
accordance with the terms and conditions
contained herein and in the Professional
Services Agreement between the parties. In the
event of a conflict between or ambiguity in the
terms of the Professional Services Agreement
and this work order (including the attached
forms) the Professional Services Agreement
shall control.
The attached forms consisting of Exhibits _, _, _,
consisting of ___ (_) pages are hereby accepted
and incorporated herein, by this reference, and
Notice to Proceed is hereby given.
cc: Purchasing
Professional:
By: __________________________________
Date: _________________________________
City of Fort Collins
Submitted By: __________________________
Project Manager
Date: ___________________________
Reviewed by: ___________________________
Senior Utility Engineer
Date: ___________________________
Approved by: ___________________________
Utilities General Manager
Date: _________________________________
Approved by: ___________________________
Director of Purchasing & Risk Management
(if over $30,000.)
Date: _________________________________
Administrative Services
Purchasing Divison
215 North Mason Street y 2nd Floor y P.O. Box 580 y Fort Collins, CO 80522-0580 y (970) 221-6775 y Fax (970) 221-6707
www.fcgov.com
REQUEST FOR PROPOSAL
P973
On-Call Commercial & Industrial Energy Management Consulting Services
Written proposals, five (5) copies will be received at the City of Fort Collins' Purchasing
Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be
received before 3:00 p.m. (our clock), February 14, 2005. Proposal No. P973. If delivered,
they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If
mailed, the address is P.O. Box 580, Fort Collins, 80522-0580.
Questions concerning the scope of the project should be directed to Project Manager, Joan
Gregerson (970) 222-0227.
Questions regarding proposals submittal or process should be directed to Opal F. Dick, CPPO,
Senior Buyer (970) 221-6778.
A copy of the Proposal may be obtained as follows:
1. Call the Purchasing Fax-line, 970-416-2033 and follow the verbal instruction to
request document #30973.
2. Download the Proposal/Bid from the City of Fort Collins Webpage,
https://secure2.fcgov.com/bso/login.jsp.
3. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request
a copy of the Proposal.
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
Fort Collins Utilities
REQUEST FOR PROPOSAL
P973 On-Call Commercial & Industrial
Energy Management Consulting Services
1 INTRODUCTION
Fort Collins Utilities (Utilities) is seeking to contract with one or more consultants to provide on-
call services to support delivery of Utilities’ energy-efficiency programs and services. These
programs and services are part of a broad effort by Utilities to reduce electrical energy
consumption and peak electrical demand in Utilities service territory, as called for in the City's
Electric Energy Supply Policy (adopted by Fort Collins City Council in 2003).
2 SCOPE OF WORK
The Scope of Work described below is intended to emphasize some of the services the
Consultant will be asked to perform and is not an all inclusive list:
Energy Management Technical Expertise
Provide analysis and recommendations on specialized processes, end-use, or technology
applications for commercial and/or industrial customers which may include, but is not limited to:
Commercial and/or industrial refrigeration systems;
Motor and drive systems;
Heating, Ventilation, and Air Conditioning (HVAC) systems and controls;
Mechanical and electrical system commissioning, testing and verification;
• Compressed air equipment and systems;
• Lighting equipment and controls;
• Power quality/power factor correction;
• Industrial processes - equipment, controls & systems;
• Installation and maintenance of monitoring and metering equipment;
• Development and review of computer energy models;
• Peak demand reduction and load shifting strategies; and,
• Subconsultants – consultant may be asked to subcontract with a consultant to bring
additional expertise to a specific project.
Energy Management Field Services
• Development and/or evaluation of project costs and energy savings for site-specific Energy
Efficiency Measures (EEMs);
• Provide assessment and evaluation of efficiency potential of commercial buildings and
industrial facilities, including all electrical and mechanical systems and controls;
• Support efficiency projects by identifying EEMs, analyzing and documenting savings, writing
performance specifications, evaluating proposals and utility incentive potential;
• Provide support for lighting retrofit projects to address interior or exterior lighting qualitative
and quantitative issues;
• Provide feedback for limited redesign of the Utilities Energy Assessment service based on
experience and evaluation results;
• Plan and install end-use metering equipment to collect performance data for baseline
development, measurement and verification purposes and to assess efficiency potential;
• Assess and quantify demand response potential and develop peak demand reduction and
load shifting strategies; and,
• Delivery of Fort Collins Utilities demand side management services in accordance with
existing policies and guidelines.
Energy Management Program Support
Assist implementation planning for new or revised energy services programs targeting
commercial and industrial customers;
Assist development and maintenance of program and service delivery tools, such as
tracking systems, program manuals, software tools, etc.;
Revision to and development of standard incentive calculations;
Design and implementation of technical procedures; and,
Evaluation of new technologies - review of literature, performance verification on pilot
projects, savings calculations, specifications and generation of applied technical information
for Fort Collins Utilities staff.
The Work shall, at all times, be subject to the City’s general review and approval. The
Consultant shall confer with the City periodically during the progress of the Work, and shall
prepare and present such information and materials (e.g., a detailed outline of completed Work)
as may be pertinent, necessary, or requested by the City to determine the adequacy of the
Work or the Consultant’s progress.
3 PROPOSAL CONTENT
Proposals need to include the following information, at a minimum, to allow an orderly review
and evaluation.
• Table of Contents
• Company description
• Company experience with scope of work
• Specific staff qualifications and experience
• References
• Pricing information (hourly labor rates, reimbursable policies)
• General liability insurance coverage
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?
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?
PROFESSIONAL SERVICES AGREEMENT
WORK ORDER TYPE
THIS AGREEMENT made and entered into the day and year set forth below by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter
referred to as the "City" and _____, [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 any project Work Orders for (RFP or project name), issued by the City. A blank sample of a
work order is attached hereto as Exhibit "A", consisting of one (1) page and is incorporated
herein by this reference. No Work Order shall exceed $________. The City reserves the right
to independently bid any project rather than issuing a Work Order to the Professional for the
same pursuant to this Agreement.
2. The Work Schedule. The services to be performed pursuant to this Agreement
shall be performed in accordance with the Work Schedule stated on each Work Order.
3. Time of Commencement and Completion of Services. The services to be
performed pursuant to this Agreement shall be initiated as specified on each Work Order. Time
is of the essence. Any extensions of any time limit must be agreed upon in writing by the
parties hereto.
4. Contract Period. This Agreement shall commence upon the date of execution
shown on the signature page of this Agreement and shall continue in full force and effect for one
(1) year, unless sooner terminated as herein provided. In addition, at the option of the City, the
Agreement may be extended for an additional period of one (1) year at the rates provided with
written notice to the professional mailed no later than ninety (90) days prior to contract end.
4. Contract Period. [Option 1] This Agreement shall commence ________ ___, and
shall continue in full force and effect until ________ ___, unless sooner terminated as herein
provided. In addition, at the option of the City, the Agreement may be extended for additional
one year periods not to exceed ___ (_) additional one year periods. Renewals and pricing
changes shall be negotiated by and agreed to by both parties. The Denver Boulder Greeley
CPIU published by the Colorado State Planning and Budget Office will be used as a guide.
Written notice of renewal shall be provided to the Service Provider and mailed no later than
ninety (90) days prior to contract end.
5. Early Termination by City/Notice. 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 address:
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.
6. Design, Project Insurance 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 ___________.
7. Compensation. In consideration of services to be performed pursuant to this
Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis
designated in Exhibit "B", consisting of ___ (_) page(s), attached hereto and incorporated herein
by this reference. At the election of the City, each Work Order may contain a maximum fee,
which shall be negotiated by the parties hereto for each such Work Order. 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 to the Work Order and upon
approval of the Professional's direct 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.
8. 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.
9. Project Drawings. 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, prepared on stable
mylar base material using a non-fading process to provide for long storage and high quality
reproduction. "CD" disc of the as-built drawings shall also be submitted to the owner in and
AutoCAD version no older then the established city standard.
10. Monthly Report. Commencing thirty (30) days after Notice to Proceed is given on
any Work Order and every thirty days thereafter, Professional is required to provide the City
Representative with a written report of the status of the work with respect to the Work Order,
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.
11. 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.
12. 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.
13. 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.
14. 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.
15. 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.
16. 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.
17. 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.
18. Special Provisions. Special provisions or conditions relating to the services to
be performed pursuant to this Agreement are set forth in Exhibit "C", consisting of ___ (_)
page(s), attached hereto and incorporated herein by this reference.
THE CITY OF FORT COLLINS, COLORADO
By: _________________________________
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
Date: ______________________________
[Insert Professional's name] or
[Insert Partnership Name] or
[Insert individual's name]
Doing business as ____ [insert name of business]
ATTEST:
_________________________________
City Clerk
APPROVED AS TO FORM:
________________________________
Assistant City Attorney
By: _________________________________
Title: _______________________________
CORPORATE PRESIDENT OR VICE PRESIDENT
Date: _______________________________
ATTEST:
_________________________________ (Corporate Seal)
Corporate Secretary
EXHIBIT "A"
WORK ORDER FORM
PURSUANT TO AN AGREEMENT BETWEEN
THE CITY OF FORT COLLINS
AND
______________________
DATED: _____________
Work Order Number: __________________________________________________________________
Purchase Order Number: _______________________________________________________________
Project Title: ____________________________________________________________________
Commencement Date: ________________________________________________________________
Completion Date: _____________________________________________________________________
Maximum Fee: (time and reimbursable direct costs):__________________________________________
Project Description: ___________________________________________________________________
____________________________________________________________________________________
Scope of Services: ____________________________________________________________________
____________________________________________________________________________________
Professional agrees to perform the services
identified above and on the attached forms in
accordance with the terms and conditions
contained herein and in the Professional
Services Agreement between the parties. In the
event of a conflict between or ambiguity in the
terms of the Professional Services Agreement
and this work order (including the attached
forms) the Professional Services Agreement
shall control.
The attached forms consisting of Exhibits _, _, _,
consisting of ___ (_) pages are hereby accepted
and incorporated herein, by this reference, and
Notice to Proceed is hereby given.
cc: Purchasing
Professional:
By: __________________________________
Date: _________________________________
City of Fort Collins
Submitted By: __________________________
Project Manager
Date: ___________________________
Reviewed by: ___________________________
Senior Utility Engineer
Date: ___________________________
Approved by: ___________________________
Utilities General Manager
Date: _________________________________
Approved by: ___________________________
Director of Purchasing & Risk Management
(if over $30,000.)
Date: _________________________________