HomeMy WebLinkAboutRFP - P1018 CONSULTING ENGINEERING HARMONGYAdministrative 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
City of Fort Collins
P1018 Consulting Engineering Services
for
Harmony Road Improvements
Seneca St to College Ave.
ADDENDUM No. 1
SPECIFICATIONS AND CONTRACT DOCUMENTS
Description of Bid: P1018 Consulting Engineering Services for Harmony Road Improvements
Seneca St to College Ave
OPENING DATE: 3:00 P.M. (Our Clock) May 22, 2006
To all prospective bidders under the specifications and contract documents described above,
the following changes are hereby made.
DELETE: Section 2.2.2: Intersection Analysis:
An intersection analysis, including a roundabout analysis, has been prepared as
a part of the conceptual work that was done in 2000-01 and as required for the
CMAQ application. The Consultant will be required to update this analysis using
current traffic counts and data.
ADD: Section 2.2.2: Intersection Analysis:
The Consultant Team will prepare a Traffic Analysis for the Harmony-Shields
intersection to evaluate access needs, geometrics and safety considerations. A
roundabout analysis has been prepared as a part of the conceptual work that
was done in 2000-01. The Consultant will be required to update this analysis
using current traffic counts and data.
DELETE: Section 2.3: Project Requirements:
The consultant shall meet the City Traffic Department’s requirements for a
detailed update of the existing Traffic Study. The results of the Traffic Study shall
be used for the pavement design and to adequately size turn lanes, access
points, and intersections. The Traffic Study should address all modes of travel
and should account for anticipated traffic from Front Range Community College
and developable parcels of land adjacent to the intersection.
ADD: Section 2.3 Project Requirements:
The consultant shall meet the City Traffic Department’s requirements for
producing a detailed Traffic Study. The results of the Traffic Study shall be used
for the pavement design and to adequately size turn lanes, access points, and
intersections. The Traffic Study should address all modes of travel and should
account for anticipated traffic from Front Range Community College and
developable parcels of land adjacent to the intersection.
DELETE: Section 2.3 Project Requirements:
Special requirements for the Harmony / Shields Intersection
The consultant will be responsible for preparing documents in accordance with
the requirements of the current federal and state environmental regulations
including the National Environmental Policy Act of 1969 (NEPA). For NEPA
documentation the project will likely qualify as a Categorical Exclusion (Cat Ex).
ADD: Section 2.3 Project Requirements:
Special requirements for the Harmony / Shields Intersection
The consultant will be responsible for preparing documents in accordance with
the requirements of the current federal and state environmental regulations
including the National Environmental Policy Act of 1969 (NEPA). For NEPA
documentation the project will likely qualify as a Categorical Exclusion (Cat Ex).
The following list of requirements may not be inclusive.
PREBID ATTENDEE LIST ATTACHED
Please contact John D. Stephen, CPPO, CPPB, at (970) 221-6777 if you have any
questions regarding this addendum.
RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT
ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN
RECEIVED.
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
P1018 CONSULTING ENGINEERING SERVICES FOR
HARMONY ROAD IMPROVEMENTS
SENECA STREET TO COLLEGE AVENUE
The City of Fort Collins is seeking proposals from qualified consultants for roadway design services
for West Harmony Road Improvements, including the Harmony Road and Shields Street intersection.
Please submit five (5) copies of the written proposals to the City of Fort Collins' Purchasing Division,
215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals must be received before
3:00 p.m. (our clock), May 22, 2006. Proposal No. P1018. 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.
A pre-proposal meeting regarding this project will be held at 2:00 P.M. May 11, 2006 in
Conference Room 2E, located at 215 N. Mason St. in Fort Collins.
Questions concerning the scope of the project should be directed to Dean Klingner, Project Manager,
(970) 221-6605.
Questions regarding proposals submittal or process should be directed to John Stephen, CPPO,
Senior Buyer (970) 221-6777.
A copy of the Request for 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.
Conceptual design plans prepared by JR Engineering, LLC, are available for download in CAD
format on our webpage at www.fcgov.com/purchasing.
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
P1018 CONSULTING ENGINEERING SERVICES FOR
HARMONY ROAD IMPROVEMENTS
SENECA STREET TO COLLEGE AVENUE
The City of Fort Collins is seeking proposals from qualified consultants for roadway design services
for West Harmony Road Improvements, including the Harmony Road and Shields Street intersection.
Please submit five (5) copies of the written proposals to the City of Fort Collins' Purchasing Division,
215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals must be received before
3:00 p.m. (our clock), May 22, 2006. Proposal No. P1018. 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.
A pre-proposal meeting regarding this project will be held at 2:00 P.M. May 11, 2006 in
Conference Room 2E, located at 215 N. Mason St. in Fort Collins.
Questions concerning the scope of the project should be directed to Dean Klingner, Project Manager,
(970) 221-6605.
Questions regarding proposals submittal or process should be directed to John Stephen, CPPO,
Senior Buyer (970) 221-6777.
A copy of the Request for 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.
Conceptual design plans prepared by JR Engineering, LLC, are available for download in CAD
format on our webpage at www.fcgov.com/purchasing.
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
REQUEST FOR PROPOSALS
P1018 CONSULTING ENGINEERING SERVICES FOR
HARMONY ROAD IMPROVEMENTS
SENECA STREET TO COLLEGE AVENUE
Section 1.0: Proposal Requirements
1.1 Purpose
The City of Fort Collins is soliciting proposals from qualified consultants for roadway
design services for the West Harmony Road Improvements Projects. The successful
proposer will address all of the tasks, issues, and requested information in their
proposal, possess the requisite skills and manpower necessary to produce a high quality
project on time and on budget, and be motivated to work with staff, citizens, and
governing bodies to accomplish the project goals and objectives.
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 five (5) copies of their proposal.
• Qualified consultants interested in performing the work described in this request
for proposals should include the following information in the Proposal.
1. Qualifications of the firm and staff proposed to perform the work on this
project. This needs to include resumes of staff members to be used
specifically on this project along with their billing rates and title, and any
anticipated subcontractors.
2. A list of similar projects completed in the last five years.
3. A detailed engineering services fee estimate for the conceptual, preliminary
and final design and management of the project including a cost break down
of hourly rates, number of hours assigned for each task of work for all
personnel and sub-consultants, and a detailed tabulation of reimbursable
costs. Hourly rates and unit costs will also be provided for Construction
Administration. A list of proposed project personnel including title and hourly
rates will also be required.
4. A schedule that shows the anticipated time frame for each item shown in
Section 2.3 that meets the overall project schedule in Section 2.4.
5. 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 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.
6. Sample plan and profile sheets of a similar project should be included in each
submittal. Sample sheets shall be half size (11”x17”) copies.
7. Limit the total length of your proposal to a maximum of 40 pages (excluding
covers and dividers). The Director of Purchasing and Risk Management may
reject proposals received that are longer than 40 pages in length.
1.3 Contacts
Questions related to procedures should be directed to:
John Stephen – CPPO, 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:
Dean Klingner – Project Manager
City of Fort Collins Engineering
281 N. College Avenue
P.O. Box 580
Fort Collins, CO 80522
Phone 970-221-6605
E-mail dklingner@fcgov.com
John Lang -- Project Director
City of Fort Collins Engineering
281 N. College Avenue
P.O. Box 580
Fort Collins, CO 80522
Phone 970-221-6605
E-mail jlang@fcgov.com
1.4 Pre-proposal Meeting
A pre-proposal meeting regarding this project will be held at 2:00 P.M. May 11, 2006 in
Conference Room 2E, located at 215 N. Mason St. in Fort Collins.
Oral interviews and presentations for the top three proposers are expected to be held
on the week of June 5, 2006 with work beginning ASAP.
Section 2.0: Scope of Work
2.1 Background
West Harmony Road is a major east-west arterial route in the City of Fort Collins. The
project area has seen substantial residential and commercial development in recent
years and also serves the major destinations of Front Range Community College and
the City of Fort Collins Public Library. Numerous sections of the corridor have been
widened, but due to substantial gaps, the roadway generally functions as a two-lane
street through most of this section. Many sections also lack adequate sidewalks and
bike lanes. The Harmony/Shields intersection produces long delays and has one of the
highest accident rates in the City. For these reasons, improvements to this corridor have
been prioritized by the City of Fort Collins.
In 2005 the voters of Fort Collins approved a sales tax dedicated to funding a group of
capital improvement projects labeled “Building on Basics 2005.” The West Harmony
Road Improvements– Seneca to College project is part of this funding package. The
main goals of the project are to increase arterial roadway capacity, improve levels of
service and improve safety for all modes of travel along West Harmony Road from
Seneca Street on the west to College Avenue on the east, including the Harmony Road /
Shields Street intersection.
In addition to the Building on Basics funding there is also funding allocated to this project
from Street Oversizing Development fees and from a Federal Congestion Mitigation and
Air Quality (Federal-CMAQ) grant.
The three project funding sources are summarized as follows: Building on Basics sales
tax (approximately $3.9 million); Street Oversizing Development Fees (approximately
$4.1 million); and Congestion, Mitigation, and Air Quality (Federal-CMAQ) funds
(approximately $700,000).
The City of Fort Collins has conceptual design plans that JR Engineering, LLC prepared
for the City in 2000-2001 can be downloaded in CAD format from our webpage at
www.fcgov.com/purchasing . It is anticipated that the selected Consultant will be able to
update and incorporate the existing design as a starting point for the design.
2.2 General Project Description
The project consists of the following three main components:
1. Conceptual, Preliminary, and Final Arterial Roadway Design for West Harmony Road
from approximate 600-feet east of Seneca Street to Mason Street.
2. Arterial-Arterial intersection design for the Harmony / Shields intersection.
3. Conceptual Roadway Design for West Harmony Road from Mason Street to College
Avenue.
4. The State of Colorado will be listed an additional insured in the agreement.
Based on several factors including funding sources, construction issues, traffic control
issues, and right of way acquisition, the City anticipates that the consultant will be
required to produce two, possibly three, separate bid packages plus a conceptual design
and estimate for the section from Mason to College.
However, the intent of the project is to have a single Design Consultant manage the
design of the entire corridor from Seneca to College. This will allow for consistent
design and budget decisions and allow for logical transitions between the project
phases. Also, this will permit the Design Team to manage the issues listed below in a
consistent and coordinated manner:
• funding allocation,
• right of way acquisition,
• proposed design concepts,
• public involvement,
• coordination with utilities and other affected interests, and
• Construction timing and sequencing.
The three components of the project are described in more detail as follows:
2.2.1 W. Harmony Road from Seneca Street to Mason Street
Limits: The scope of the project will be to design a 4-lane arterial street from
approximately 600-feet east of Seneca to Mason Street.
Funding: This section of roadway improvement is funded partially by the Building
on Basics sales tax and partially by Street Oversizing Development Fees. The
design shall be based on the current Larimer County Urban Area Street
Standards (LCUASS) and the plan set will meet typical City standards.
Scope of Improvements: The scope of improvements will be determined by the
outcome of the Conceptual Design process. The design will be based on
LCUASS, but it is expected that several cross-section alternatives will be
evaluated. A notable design issue is the crossing of the Burlington Northern
Santa Fe (BNSF) Railroad tracks.
2.2.2 Harmony Road / Shields Street Intersection
Limits: The scope of the project will be to design a 4-lane arterial – arterial
intersection. The limits of this project will be along Harmony Road from
Starflower Drive to Regency Drive and along Shields Street from Wakerobin
Drive to Clarendon Hills Drive. The intersection limits will include transitions to
the North and South and coordinated transitions with the Harmony Road design
to the East and West.
Funding: A CMAQ grant has been awarded to the City for at least part of the
construction of this intersection. Therefore, the Contract Documents will need to
be prepared in CDOT format and the Right-of-Way acquisition process will need
to meet all applicable State and Federal regulations.
Intersection Analysis: An intersection analysis, including a roundabout analysis,
has been prepared as a part of the conceptual work that was done in 2000-01
and as required for the CMAQ application. The Consultant will be required to
update this analysis using current traffic counts and data.
Scope of Improvements: The scope of improvements will be determined by the
outcome of the Conceptual Design process. The City anticipates that several
geometric and pavement (concrete vs. asphalt) alternatives will be evaluated.
2.2.3 W. Harmony Road from Mason Street to College Avenue
Limits: The scope of the project will be to conceptually evaluate upgrading the
existing Harmony Road street section to Arterial Standards between Mason
Street and College Avenue. Coordinating alignment with the proposed Harmony
Road Project and with the future and existing Harmony/College intersection, as
well as impacts to existing private property will be major design issues for this
section.
Funding: This section of roadway improvement is funded by the Building on
Basics ¼-cent sales tax. The design shall be based on the current LCUASS.
Scope of Improvements: The anticipated deliverable for this sections is a
separate conceptual design report evaluating options for upgrading this section
of Harmony Road to Arterial Standards and, in particular, to adding bike lanes. A
recommended alternative and a detailed cost estimate will be required.
Future College/Harmony Intersection Design: The City may elect to extend this
contract at a future date to complete the design of the College Avenue &
Harmony Road intersection. Consultants should address their ability to perform
this task in their proposals.
2.3 Project Requirements
Conceptual Engineering Design
Because extensive design and survey work has been completed on most of the project corridor,
the Conceptual Design Phase is anticipated to be significantly abbreviated. Key components of
this phase are listed below.
• The consultant shall become familiar with the existing design and survey previously
prepared for the City.
• The consultant will be provided with topographic survey information from 2000. The City
surveyors will be available to update the data. New survey data will have to be acquired
for the section from approximately the BNSF Railroad tracks to College Avenue. The
consultant will produce the updated digital terrain model and existing topography from
the raw survey data.
• The consultant shall conduct detailed research to update the existing utility information.
• The consultant shall conduct detailed property research including property ownership,
property line information and current tenants to update the existing data.
• The consultant shall meet the City Traffic Department’s requirements for a detailed
update of the existing Traffic Study. The results of the Traffic Study shall be used for the
pavement design and to adequately size turn lanes, access points, and intersections.
The Traffic Study should address all modes of travel and should account for anticipated
traffic from Front Range Community College and developable parcels of land adjacent to
the intersection.
• Master drainage plans, and interim and ultimate storm water plans and reports for the
area will be researched and reviewed by the consultant for incorporation into the
Conceptual Design.
• At the completion of this phase, the consultant shall prepare conceptual drawings,
current land ownership and land acquisition needs, and contain a conceptual level
construction estimate for the alternatives. The plans and specifications shall be
approximately 50% complete.
• An Open House will be held within the first three months of the project.
• The goal of the Conceptual Design phase will be to evaluate and reach consensus on
the following:
1. Horizontal roadway geometry and typical sections for the entire
corridor
2. Intersection geometry and limits of concrete paving
3. Construction phasing and anticipated construction schedule
4. Storm Drainage requirements
5. Anticipated Right of Way needs
6. Total project cost estimates
7. Utility inventory, with proposed relocations
Special requirements for the Harmony / Shields Intersection
The consultant will be responsible for preparing documents in accordance with the requirements
of the current federal and state environmental regulations including the National Environmental
Policy Act of 1969 (NEPA). For NEPA documentation the project will likely qualify as a
Categorical Exclusion (Cat Ex).
These Documents will be in CDOT’s format and presented to CDOT for review and submittal to
FHWA for the following clearances as applicable:
• Threatened or Endangered Species
It is anticipated that City Staff will perform this clearance.
• Wetlands
It is anticipated that City Staff will perform this clearance.
• Section 404 Permitting
It is anticipated that City Staff will perform this clearance.
• Mitigation/Wetland Findings
It is anticipated that City Staff will perform this clearance.
• Noxious Weeds
It is anticipated that City Staff will perform this clearance.
• Hazardous Materials
An initial site assessment will be conducted to determine if any hazardous materials may
exist in the project area.
• Storm water Discharge Permit Associated with Construction Activity (CDPS)
During construction if one acre or more of earth disturbance is anticipated a CDPS
permit is required. A Storm Water Management Plan (SWMP) is one of the requirements
for the CDPS permit. All SWMP’s must be approved by Cathy Curtis, CDOT R-4
Landscape Architect (303.757.9174). Cathy Curtis must also approve any seeding mix
used for revegetation within CDOT right-of-way.
• Air Quality
It is anticipated that City Staff will perform this clearance.
• Noise Analysis
A noise analysis will be conducted if the project is adding capacity or significantly
changing current roadway design. The analysis will be compatible with 23 CFR 772,
Procedures for Abatement of Highway Traffic Noise and Construction Noise, Federal-Aid
Policy Guide Transmittal 19, 10-16-1997, Subchapter H –
http://www.fhwa.dot.gov/legsregs/directives/fapg/cfr0772.htm and the procedures
outlined in the CDOT Noise Analysis and Abatement Guidelines, December 1, 2002 or
most recent version.
• Farmlands
Farmland acres to be impacted will be calculated and the AD 1006 form will be
completed and submitted to the appropriate NRCS office.
Preliminary Engineering Design
• The deliverables for the preliminary design phase will be a refined detailed set of design
plans (approximately 75% complete). Components of the design will, at a minimum,
include horizontal and vertical alignment, right-of-way needs, road cross sections,
existing utility locations, utility conflicts, modifications and relocations, existing structures,
landscaping, drainage, and detailed cost estimates.
• The consultant will verify both the vertical and horizontal locations of all utilities through
potholing. The consultant will be responsible for cooridinating with the Project Manager
to schedule the City survey crews to survey in the potholed utilities.
• The consultant will arrange a Utility Coordination Meeting with all utilities impacted by
the project. Individual meetings with each utility may also be necessary. All utility
conflicts must be identified and preliminary relocation and removal plans must be
coordinated through the appropriate utility companies.
• The consultant will prepare a preliminary drainage report. The City of Fort Collins Storm
Water criteria will be followed in the report preparation. The drainage report shall
address all historical storm water crossings and any storm water master plans that
encompass the area as well as analysis of the roadway drainage.
• The consultant will be required to coordinate with the City Surveyor and City Real Estate
Services for the identification and acquisition of right-of-way and easements. The City
Surveyor will prepare the right-of-way and easement exhibits and descriptions.
• The Consultant Teams shall include personnel qualified to complete the Federal
acquisition process. This includes, but is not limited to, apprasials, right-of-way plan
preparation, and negotiations. The City anticipated that City Real Estate Services will
perform the negotiations on parcels not affected by Federal Funds.
• All geotechnical investigation services required for the design of this project will be
provided by the consultant. These services will include subsurface exploration for the
roadway, soils report, and a pavement design report. Testing for sulfates may be
required.
• 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.
• At the completion of this phase, the consultant shall provide the City with up to three (3)
full-size and eleven (11) half-size sets of review plans. The plans should be
approximately 75% complete.
• The consultant shall prepare a construction estimate with as much detail and accuracy
as possible.
• An open house is anticipated at the end of preliminary design with exhibits detailing the
proposed design.
Final Design
• During this phase, the consultant will be required to provide complete detailed design
plans for the project. The scale of all full size drawings should be no smaller than 1”=20’
and be in compliance with the Larimer County Urban Area Street Standards
• The consultant will prepare a final drainage report. The report will incorporate any
changes made between the preliminary and final design phases and address all
comments from the preliminary drainage report review.
• The consultant will be required to prepare all applications for necessary design approval
or construction permits.
• The consultant will be required to prepare contract documents and specifications. The
contract documents will contain the EJCDC General Conditions. The City will assist the
consultant with modifications to the General Conditions.
• Near the completion of final design, the consultant shall provide the City with up to three
(3) full-size and eleven (11) half-size sets of review plans, cost estimate and
specifications. The plans should be approximately 95% complete. The consultant shall
implement comments from the City and other affected agencies and incorporate
necessary modifications into the final set of “bid” documents. The consultant shall
provide the City with final bid documents in electronic format as well.
• The consultant shall also provide to the City Surveyor a “design drawing” in AutoCAD in
a City compatible version that contains all of the design elements contained in the plan
set which will allow the City survey crews to provide construction staking. This drawing
must maintain the coordinate base established during the initial topographic survey (e.g.
horizontal and vertical alignments).
• During project bidding, the consultant will attend the project Pre-Bid Meeting and provide
bidding assistance prior to the bid opening. The consultant will also assist in evaluating
contractor bids.
• The consultant will revise the “bid plans” as necessary based on addendums or
discrepancies noted and issue a full size (24” x 36”) original, P.E. stamped and signed
Mylar plan set and specification book. These plans will be produced after the contractor
has been selected and the plans will be noted “For Construction.”
Construction Administration
Depending on City staff workload and other factors, the City may elect to extend the Contract for
the selected Consultant to perform Construction Administration assistance. Anticipated tasks
may include the following:
• Submittal review and field inspection. The Resident Project Representative must be
qualified and pre-approved by the City.
• Preparation of weekly progress reports as well as daily logs.
• The consultant may also be required to produce “as constructed” drawings on Mylar,
P.E. stamped and signed, at the completion of the project. Final drawings shall also be
submitted on compact disk. All material submitted at the completion of the project shall
become property of the City of Fort Collins.
• Proposals shall include a section dedicated to the proposing team’s experience,
willingness, and qualifications to perform Construction Administration duties. The City
requires that Consultants maintain contract-established billing rates for this extension.
2.4 Project Schedule
It is expected that the design of this project will begin in the summer of 2006 and be
completed by early 2007. The City’s goal is to have a substantial portion of the
construction completed in 2007.
Section 3.0: Terms and Conditions
The payment for services, as described under the 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. Reimbursables will be at
cost.
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?
12
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?
13
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
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fifteen (15) days prior to the termination date contained in said notice unless otherwise
agreed in writing by the parties.
All notices provided under this Agreement shall be effective when mailed, postage
prepaid and sent to the following addresses:
Professional:
City: With Copy to:
In the event of any such early termination by the City, the Professional shall be paid for
services rendered prior to the date of termination, subject only to the satisfactory
performance of the Professional's obligations under this Agreement. Such payment shall
be the Professional's sole right and remedy for such termination.
5. Design, Project Indemnity and Insurance Responsibility. The
Professional shall be responsible for the professional quality, technical accuracy, timely
completion and the coordination of all services rendered by the Professional, including
but not limited to designs, plans, reports, specifications, and drawings and shall, without
additional compensation, promptly remedy and correct any errors, omissions, or other
deficiencies. The Professional shall indemnify, save and hold harmless the City, its
officers and employees in accordance with Colorado law, from all damages whatsoever
claimed by third parties against the City; and for the City's costs and reasonable
attorneys fees, arising directly or indirectly out of the Professional's negligent
performance of any of the services furnished under this Agreement. The Professional
shall maintain commercial general liability insurance in the amount of $500,000
combined single limits, and errors and omissions insurance in the amount of
___________.
6. Compensation. [Use this paragraph or Option 1 below.] In consideration of the
services to be performed pursuant to this Agreement, the City agrees to pay
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Professional a fixed fee in the amount of _____ ($_____) plus reimbursable direct costs.
All such fees and costs shall not exceed _____ ($_____). The parties acknowledge that
________, _______, ________, and ________, are not parties to this agreement.
However, the rates listed for services to be provided by these subcontractors shall be
the rates paid by the City to the Professional for these services. If the amount charged
by these subcontractors exceeds the rates listed in Exhibit “C” the excess amount shall
not be paid or owed by the City. The limitation on increases in prices set forth in section
4 herein shall apply to all rates listed in Exhibit “C” including subcontractor rates.
Monthly partial payments based upon the Professional's billings and itemized
statements are permissible. The amounts of all such partial payments shall be based
upon the Professional's City-verified progress in completing the services to be performed
pursuant hereto and upon the City's approval of the Professional's actual reimbursable
expenses. Final payment shall be made following acceptance of the work by the City.
Upon final payment, all designs, plans, reports, specifications, drawings, and other
services rendered by the Professional shall become the sole property of the City.
6. Compensation. [Option 1] In consideration of the services to be
performed pursuant to this Agreement, the City agrees to pay Professional on a time and
reimbursable direct cost basis according to the following schedule:
Hourly billing rates: _____
Reimbursable direct costs: _____
with maximum compensation (for both Professional's time and reimbursable direct costs)
not to exceed _____ ($_____). 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
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following acceptance of the work by the City. Upon final payment, all designs, plans,
reports, specifications, drawings and other services rendered by the Professional shall
become the sole property of the City.
7. City Representative. The City will designate, prior to commencement of
work, its project representative who shall make, within the scope of his or her authority,
all necessary and proper decisions with reference to the project. All requests for
contract interpretations, change orders, and other clarification or instruction shall be
directed to the City Representative.
8. Project Drawings. [Optional] Upon conclusion of the project and before
final payment, the Professional shall provide the City with reproducible drawings of the
project containing accurate information on the project as constructed. Drawings shall be
of archival quality, prepared on stable mylar base material using a non-fading process to
prove for long storage and high quality reproduction.
9. Monthly Report. Commencing thirty (30) days after the date of execution
of this Agreement and every thirty (30) days thereafter, Professional is required to
provide the City Representative with a written report of the status of the work with
respect to the Scope of Services, Work Schedule, and other material information.
Failure to provide any required monthly report may, at the option of the City, suspend the
processing of any partial payment request.
10. Independent Contractor. The services to be performed by Professional
are those of an independent contractor and not of an employee of the City of Fort
Collins. The City shall not be responsible for withholding any portion of Professional's
compensation hereunder for the payment of FICA, Workers' Compensation, other taxes
or benefits or for any other purpose.
11. Personal Services. It is understood that the City enters into this
Agreement based on the special abilities of the Professional and that this Agreement
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shall be considered as an agreement for personal services. Accordingly, the
Professional shall neither assign any responsibilities nor delegate any duties arising
under this Agreement without the prior written consent of the City.
12. Acceptance Not Waiver. The City's approval of drawings, designs, plans,
specifications, reports, and incidental work or materials furnished hereunder shall not in
any way relieve the Professional of responsibility for the quality or technical accuracy of
the work. The City's approval or acceptance of, or payment for, any of the services shall
not be construed to operate as a waiver of any rights or benefits provided to the City
under this Agreement.
13. Default. Each and every term and condition hereof shall be deemed to be
a material element of this Agreement. In the event either party should fail or refuse to
perform according to the terms of this agreement, such party may be declared in default.
14. Remedies. In the event a party has been declared in default, such
defaulting party shall be allowed a period of ten (10) days within which to cure said
default. In the event the default remains uncorrected, the party declaring default may
elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as
continuing and require specific performance; or (c) avail himself of any other remedy at
law or equity. If the non-defaulting party commences legal or equitable actions against
the defaulting party, the defaulting party shall be liable to the non-defaulting party for the
non-defaulting party's reasonable attorney fees and costs incurred because of the
default.
15. Binding Effect. This writing, together with the exhibits hereto, constitutes
the entire agreement between the parties and shall be binding upon said parties, their
officers, employees, agents and assigns and shall inure to the benefit of the respective
survivors, heirs, personal representatives, successors and assigns of said parties.
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16. Law/Severability. The laws of the State of Colorado shall govern the
construction, interpretation, execution and enforcement of this Agreement. In the event
any provision of this Agreement shall be held invalid or unenforceable by any court of
competent jurisdiction, such holding shall not invalidate or render unenforceable any
other provision of this Agreement.
17. Special Provisions. [Optional] Special provisions or conditions relating to
the services to be performed pursuant to this Agreement are set forth in Exhibit "_",
consisting of _____ (_____) page[s], attached hereto and incorporated herein by this
reference.
THE CITY OF FORT COLLINS, COLORADO
By: _________________________________
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