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HomeMy WebLinkAboutRFP - P1000 VMT BEST PRACTICES REVIEWAdministrative 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 P1000 VMT Best Practices Review The City of Fort Collins is seeking a qualified consultant to provide a best-practice review of the City’s overall program to reduce the growth rate of vehicle miles traveled [VMT]. Written proposals, six (6) 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), September 30, 2005. Proposal No. P1000. 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 Brian Woodroof (970) 221-6604. Questions regarding proposals submittal or process should be directed to James B. O’Neill, II, CPPO, FNIGP (970) 221-6775. A copy of the Proposal may be obtained as follows: 1. Download the Proposal/Bid from the BuySpeed Webpage, https://secure2.fcgov.com/bso/login.jsp 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 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 P1000 VMT Best Practices Review The City of Fort Collins is seeking a qualified consultant to provide a best-practice review of the City’s overall program to reduce the growth rate of vehicle miles traveled [VMT]. Written proposals, six (6) 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), September 30, 2005. Proposal No. P1000. 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 Brian Woodroof (970) 221-6604. Questions regarding proposals submittal or process should be directed to James B. O’Neill, II, CPPO, FNIGP (970) 221-6775. A copy of the Proposal may be obtained as follows: 1. Download the Proposal/Bid from the BuySpeed Webpage, https://secure2.fcgov.com/bso/login.jsp 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 SCOPE OF SERVICES P1000 VMT Best Practices Review I. PURPOSE The City of Fort Collins is seeking a qualified consultant to provide a best-practice review of the City’s overall program to reduce the growth rate of vehicle miles traveled [VMT]. The City intends that its overall VMT-reduction program meet or exceed the performance of similar programs in comparable cites. We seek a consultant that can gauge the City’s current policy and practice and make recommendations that would align the City’s efforts with best practices for cities of comparable size and land-use and transportation limitations. II. BACKGROUND Just as in communities throughout the nation, vehicle miles traveled (VMT) grows much faster in Fort Collins than the population grows. Reducing the VMT growth rate has been identified as an important key to meeting Fort Collins goals in land use, transportation, and air quality. Fort Collins Comprehensive Plan [City Plan, 2004] calls for programs that reduce vehicle miles of travel, and the City has implemented a number of plans and programs that further that goal, for example: • The City and surrounding Larimer County employ a Growth Management Area Boundary to contain urban land uses • City Plan includes a Structure Plan which incorporates the activity center concept in its districts [downtown, mixed-use, employment, campus, etc.] – internal trip capture within districts reduces automobile use • City Plan calls for compact, higher-density development patterns • Sub-area Plans address multi-modal transportation at the neighborhood scale • City Plan is implemented through zoning and development regulations and site-design standards • Level of Service standards have been developed for transit, walking, and cycling as well as for vehicle traffic • Major developments must do a transportation impact study, and must demonstrate there are adequate multi-modal transportation facilities to support the development [adequate public facilities policy] • Arterial-street construction standards include provision of sidewalks, bikeways, and transit facilities in a "standard cross-section” • The City has adopted a Transportation Master Plan and separate modal plans – Transit Development Plan, Bicycle Plan, and Pedestrian Plan • The City’s SmartTrips® Program does marketing to encourage use of alternative modes, e.g., transit, carpool, vanpool, walk-to-school, outreach to large employers, etc. • The Downtown Parking Plan emphasizes a pedestrian-oriented Downtown – encouraging “park once and walk” and long-term parking on the perimeter. • The City’s Capital Improvement Program includes funding for both alternative modes and streets. • The City invests in the creation of affordable housing, partly to enhance jobs/housing balance and reduce intra-regional commuting. • City policy calls for the use of price mechanisms to reduce VMT growth, but this policy has not been implemented. • Monitoring of VMT and alternative mode trends has been previously done through a biennial Mobility Report Card [deceased], the biennial City Plan Monitoring Project, and a future Mobility Index [pending] In addition, the City participates in regional efforts to reduce VMT growth though the North Front Range Metropolitan Planning Organization [see boundary map at http://www.nfrmpo.org/pdfs/nfrmpoBoundaries.pdf]. The MPO: • Explores and provides information on the connections among land-use, transportation, and air quality • Collects data on intra-regional travel, including “select link analysis” which describes the origin-destination pattern of travelers on specific roadway links • Collects data on affordable housing and jobs/housing balance • Encourages vehicle trip reduction through marketing programs for carpool, vanpool, transit, cycling and walking. These policies, plans, programs, and regional participation each contribute to the goal of reducing VMT growth, and, taken together, constitute the City’s overall VMT reduction program. City Plan also includes a performance goal for this aggregated program, which calls for "implementing a VMT reduction program that strives to meet or exceed the performance of similar programs in comparable cities." However, we do not yet have a way of measuring performance against this policy goal. Although the goal is written in terms of performance, we believe the essential first question is “How well is Fort Collins doing with respect to best practices.” That is an easier question to answer and can lead to the positive change implied by our performance goal. Selecting comparable cities and performance measures would be a second step. This best-practice review takes place within the context of a shrinking City budget. Alternative mode spending is being gradually reduced as having lower priority than spending on motor vehicle capacity and services. For that reason, this review needs to address the cost range and relative priority of best-practice recommendations. III. SCOPE OF SERVICES The consultant would do the following: 1. Make one or more visits to Fort Collins to speak with stakeholders and assess the City’s overall VMT-reduction program, described above. The number of stakeholders is to be determined, but should be sufficient to cover the range of the City’s programs, perhaps six to twelve people. 2. Prepare a detailed report with specific recommendations on changes to transportation and land-use policy and practice that would bring us in line with best practices of comparable cities, including identification of best practices, and cost ranges and priorities for recommended changes. City staff is to have an opportunity for one round of review and comment before the report is finalized. 3. Recommend one or more methods by which the City could evaluate the continuing performance of our overall VMT-reduction program as per City Plan Policy T-9.1 –Vehicle miles traveled (VMT): The City will continually strive to reduce the growth rate in VMT by implementing a VMT reduction program that strives to meet or exceed the performance of similar programs in comparable cities, including appropriate metrics, data sources, and priority among alternatives identified. 4. Make one additional visit to Fort Collins to make two PowerPoint presentations summarizing the report and recommendations (item 2 above), one to City staff and one to a citizen advisory board. The City would retain the right to use the presentation materials. City staff will assist by helping to identify stakeholders, arrange and support meetings, and, if requested, provide brief descriptions of VMT-related programs and policies and other documentation of the City program. The consultant should have demonstrated expertise in working with local government organizations to • evaluate transportation demand management solutions that help to meet land-use, transportation, and environmental goals • understand the costs and benefits of various transportation solutions, especially when integrated over a range of actions • identify best practices as well as the most technically and politically feasible transportation demand management measures • communicate program recommendations to both technical and non-technical audiences IV. DELIVERABLES 1. Report [electronic format preferred] 2. PowerPoint Presentation V. PROPOSED SCHEDULE Work is to start before the end of 2005 and is to be completed within six months after the start date. 2/9/00 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 THIS AGREEMENT made and entered into the day and year set forth below, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and _____, [insert either a corporation, a partnership or an individual, doing business as____________], hereinafter referred to as "Professional". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Professional agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of _____ (_____) page[s], and incorporated herein by this reference. 2. The Work Schedule. [Optional] The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of _____ (_____) page[s], and incorporated herein by this reference. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated within _____ (_____) days following execution of this Agreement. Services shall be completed no later than _____. Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in writing by the parties hereto. 4. Early Termination by City. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. 2/9/00 All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: Professional: City: With Copy to: In the event of any such early termination by the City, the Professional shall be paid for services rendered prior to the date of termination, subject only to the satisfactory performance of the Professional's obligations under this Agreement. Such payment shall be the Professional's sole right and remedy for such termination. 5. Design, Project Indemnity and Insurance Responsibility. The Professional shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all services rendered by the Professional, including but not limited to designs, plans, reports, specifications, and drawings and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and hold harmless the City, its officers and employees in accordance with Colorado law, from all damages whatsoever claimed by third parties against the City; and for the City's costs and reasonable attorneys fees, arising directly or indirectly out of the Professional's negligent performance of any of the services furnished under this Agreement. The Professional shall maintain commercial general liability insurance in the amount of $500,000 combined single limits, and errors and omissions insurance in the amount of ___________. 6. Compensation. [Use this paragraph or Option 1 below.] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional a fixed fee in the amount of _____ ($_____) plus reimbursable direct costs. All such fees and 2/9/00 costs shall not exceed _____ ($_____). Monthly partial payments based upon the Professional's billings and itemized statements are permissible. The amounts of all such partial payments shall be based upon the Professional's City-verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's actual reimbursable expenses. Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings, and other services rendered by the Professional shall become the sole property of the City. 6. Compensation. [Option 1] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis according to the following schedule: Hourly billing rates: _____ Reimbursable direct costs: _____ with maximum compensation (for both Professional's time and reimbursable direct costs) not to exceed _____ ($_____). Monthly partial payments based upon the Professional's billings and itemized statements of reimbursable direct costs are permissible. The amounts of all such partial payments shall be based upon the Professional's City-verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's reimbursable direct costs. Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings and other services rendered by the Professional shall become the sole property of the City. 7. City Representative. The City will designate, prior to commencement of work, its project representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to the City Representative. 2/9/00 8. 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. 9. Monthly Report. Commencing thirty (30) days after the date of execution of this Agreement and every thirty (30) days thereafter, Professional is required to provide the City Representative with a written report of the status of the work with respect to the Scope of Services, Work Schedule, and other material information. Failure to provide any required monthly report may, at the option of the City, suspend the processing of any partial payment request. 10. Independent Contractor. The services to be performed by Professional are those of an independent contractor and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Professional's compensation hereunder for the payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose. 11. Personal Services. It is understood that the City enters into this Agreement based on the special abilities of the Professional and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Professional shall neither assign any responsibilities nor delegate any duties arising under this Agreement without the prior written consent of the City. 12. Acceptance Not Waiver. The City's approval of drawings, designs, plans, specifications, reports, and incidental work or materials furnished hereunder shall not in any way relieve the Professional of responsibility for the quality or technical accuracy of the work. 2/9/00 The City's approval or acceptance of, or payment for, any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement. 13. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default. 14. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non-defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non-defaulting party for the non-defaulting party's reasonable attorney fees and costs incurred because of the default. 15. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 16. Law/Severability. The laws of the State of Colorado shall govern the construction, interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 2/9/00 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: _________________________________ 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