HomeMy WebLinkAboutRFP - 7365 PFA WEBSITE DESIGN DEVELOPMENT & IMPLEMENTATIONAddendum 1 – 7365 PFA Website Design Page 1 of 3
ADDENDUM No. 1
SPECIFICATIONS AND CONTRACT DOCUMENTS
Description of BID 7365: PFA Website Design
OPENING DATE: 3:00 PM (Our Clock) April 23, 2012
To all prospective bidders under the specifications and contract documents described
above, the following changes/additions are hereby made and detailed in the following
sections of this addendum:
Exhibit 1 – Questions & Answers
Please contact Ed Bonnette, CPPB, CPM, Buyer, Buyer at (970) 416-2247 with 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.
Financial Services
Purchasing Division
215 N. Mason St. 2nd Floor
PO Box 580
Fort Collins, CO 80522
970.221.6775
970.221.6707
fcgov.com/purchasing
Addendum 1 – 7365 PFA Website Design Page 2 of 3
EXHIBIT 1 – QUESTIONS & ANSWERS
1.Q. Are hard copy submissions a must?
1.A. Hard-copy proposals are not mandatory; we can print hard copies and
distribute them if needed. Electronic proposals must be submitted to
purchasing@fcgov.com by 3:00 p.m. on April 23, 2012; same deadline as
hard-copies.
2.Q. Onsite presence required?
2.A. 1-2 onsite visits are required of the awarded vendor.
3.Q. Budget available?
3.A. Not available.
4.Q. Are travel and in-person meetings required?
4.A. We would like to have the top 3 proposers come onsite for oral interviews
and/or demonstrations at their own expense. There may be 1 to 2 onsite
visits required and those need to be included in the total cost of their
proposal.
5.Q. Are companies or individuals within the United States required?
5.A. The contractor must have full authority to do business in the State of Colorado,
and have a designated place of business in the United States for making and
accepting communications with or from the City. Preference will be given to
companies which maintain their principal place of business in the United
States.
6.Q. Should the three different websites used by PFA, www.poudre-fire.org,
www.pfafireprevention.org and www.pfaretirees.com be treated as “departments” or
as “sub-sites” each with a unique domain?
6.A. We would prefer each of these be merged onto one single website and then
have each be treated as departments or sections of the site within the
www.poudre-fire.org domain. The other two will be eliminated.
7.Q. On page 3 of the RFP, you provide an example site, www.firedepartment.org and
state you are “interested in an innovative design” similar to this site. This site is a
Flash based website. Is it a requirement that your new site be a Flash site, or it is
more important to have a look and feel of Flash and still be on another platform?
7.A. While this is a sample site we feel it’s important to have some attributes that
look and feel like www.firedepartment.org , but we’re open to other
technologies and designs to meet this objective.
8.Q. On page 5 of the RFP, you mention “our records management system”. Can you
define what this RMS system is, and, how you would like the new website to display
incidents? As an example, is this RMS system web-based? How tightly integrated
Addendum 1 – 7365 PFA Website Design Page 3 of 3
do you want this to be in the new site? Would an I-frame suffice or perhaps an
HTML template for this request?
8.A. Our RMS (records management system) data is stored on an internal
Microsoft SQL database. We are looking for similar information that
http://www.poudre-fire.org/activity/activity.php shows and would like the ability
to query data easily. We would like a section of our website to be dedicated
to sharing this information with the public. The choice is up to the selected
developer on how to best and securely present this information to the public.
9.Q. A members only log-in site is mentioned in the RFP and an Extranet between the
Internet and Intranet; do you presently have an Intranet, or did you want an Intranet
as part of this proposal?
9.A. We already have an Intranet website based on SharePoint 2010, but
integration with this site from our new Internet site would be preferred.
10.Q You refer to multimedia and mention a “virtual station”. What did you have in mind for
this virtual station?
10.A. We would like to show the public what it’s like inside PFA fire stations.
Something like a virtual home tour for real estate would be preferred.
11.Q. You refer to a “Dashboard” for a live data feed from our Dispatch/Records
Management System. Can you elaborate on your requirements?
11.A. We’re interested in sharing live incident information (or close to it) to the
public. See Question and Answer #8 as this is very similar to that
requirement.
12.Q. Concerning the item listed below from the “services required” segment of page 6:
“The selected company/individual must work directly with the various departments
within PFA to deal with the specific needs of those departments. The successful
respondent will be required to meet the representatives from each department to
determine a final list of information to be presented and agree on a final layout for
those department’s web pages on the new website.”
We would like to know how this part might affect the timeline of the website
development. Can we designate a single point of contact at the PFA to provide a
consolidated list and speak on behalf of the individual departments? We’re trying to
streamline the process in our proposal and our concern is that involving too many
figureheads from various departments may hold up progress of the overall project.
Can a single, head POC be designated to handle this entire requirement and present
the information to our team in a timely approach?
12.A. We'd prefer to have the developer/company meet with the various division
heads so that all our department needs are met with the new website.
However, ongoing communication after this initial meeting will be through Eric
Nelson who is the primary POC for PFA.
RFP 7365 PFA Website Design, Development & Implementation Page 1 of 19
REQUEST FOR PROPOSAL
7365 PFA WEBSITE DESIGN, DEVELOPMENT & IMPLEMENTATION
The City of Fort Collins, on behalf of the Poudre Fire Authority, is requesting proposals for an
experienced website design firm to design, develop, and implement the PFA’s website.
Written proposals, three (3) 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), April 23, 2012 and referenced as Proposal No. 7365.
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 Managers, Tom
Hatfield and Eric Nelson at it@poudre-fire.org.
Questions regarding bid submittal or process should be directed to Ed Bonnette, CPM, CPPB,
Buyer, at (970) 416-2247 or ebonnette@fcgov.com.
A copy of the Proposal may be obtained as follows:
1. Download the Proposal/Bid from the BuySpeed Webpage,
www.fcgov.com/eprocurement
The City of Fort Collins is subject to public information laws, which permit access to most
records and documents. Proprietary information in your response must be clearly identified and
will be protected to the extent legally permissible. Proposals may not be marked ‘Proprietary’ in
their entirety. Information considered proprietary is limited to material treated as confidential in
the normal conduct of business, trade secrets, discount information, and individual product or
service pricing. Summary price information may not be designated as proprietary as such
information may be carried forward into other public documents. All provisions of any contract
resulting from this request for proposal will be public information.
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
Financial Services
Purchasing Division
215 N. Mason St. 2nd Floor
PO Box 580
Fort Collins, CO 80522
970.221.6775
970.221.6707
fcgov.com/purchasing
REQUEST FOR PROPOSAL
7365 PFA WEBSITE DESIGN, DEVELOPMENT & IMPLEMENTATION
TABLE OF CONTENTS
INTRODUCTION AND SCOPE OF PROJECT............................................................... 3
WEBSITE OBJECTIVES ................................................................................................ 4
SERVICES REQUIRED OF SELECTED VENDOR:....................................................... 6
PFA TECHNICAL INFORMATION ................................................................................. 7
START AND COMPLETION OF WORK ........................................................................ 7
PROPOSAL FORMAT.................................................................................................... 7
PROPOSAL SUBMITTAL REQUIREMENTS................................................................. 7
VENDOR STATEMENT.................................................................................................. 9
AWARD AND CONTRACT PROCESS .......................................................................... 9
REVIEW AND ASSESSMENT...................................................................................... 10
REFERENCES.............................................................................................................. 11
SAMPLE PROFESSIONAL SERVICES AGREEMENT ............................................... 12
RFP 7365 PFA Website Design, Development & Implementation Page 3 of 19
7365 PFA WEBSITE DESIGN, DEVELOPMENT & IMPLEMENTATION
INTRODUCTION AND SCOPE OF PROJECT
The City of Fort Collins, on behalf of the Poudre Fire Authority, is requesting proposals for an
experienced website design firm to design, develop, and implement the PFA’s website.
The Poudre Fire Authority is dedicated to the protection of lives, property and the quality of life
for all of the citizens we serve. Our employees are highly motivated, highly trained professional
men and women who take their service to the community very serious. The foundation of our
success is based on our commitment to continuous quality improvement at all levels of service
delivery.
Poudre Fire Authority Administration and the Fire Prevention Bureau are located in downtown
Fort Collins at the intersection of Mountain Avenue and Remington Street. Our mailing address
is 102 Remington Street Fort Collins, CO 80524.
The Poudre Fire Authority (PFA) is a consolidated full-service fire prevention, fire protection and
emergency service agency serving the City of Fort Collins and the Poudre Valley Fire Protection
District. 168 full-time employees staff ten (10) fire stations and operate ten (10) engine
companies, two (2) Trucks. It additionally operates three volunteer fire stations with 40
volunteers. The total service area is 235 square miles completely encompassing the city and fire
district. Within the district are the smaller communities of LaPorte, Timnath and Bellvue. In
2009, an estimated 189,000 people lived in PFA's jurisdiction with an estimated property value
in excess of 15 billion dollars.
The PFA was organized in 1981 with the consolidation of the City of Fort Collins and the Poudre
Valley Fire Departments. At that time, both the city and district adopted an intergovernmental
agreement establishing the authority. This contract outlines the governance, funding and
operation of the authority. A five-person Board of Directors appointed by the City Council and
District Board governs PFA. Its members are two city council members and two district board
members. The fifth member is chosen jointly by these four and has historically been the Fort
Collins City Manager. The Board appoints Poudre Fire Authority's Fire Chief and is currently
held by Chief Tom DeMint.
The PFA is seeking the services of an experienced website design firm to design, develop, and
implement the PFA’s website. This project will involve utilizing information on existing websites
(http://www.poudre-fire.org, https://www.pfafireprevention.org, http://pfaretirees.com) as well as
the implementation of new information, products, and features as suggested by the PFA and the
firm selected.
The PFA has three existing internet websites that are hosted by third-party companies and
would like to combine these into a single web site and host this site and server internally on
PFA’s network. The PFA is committed to building a world class website that is designed upon
the ease of use from the view point of our citizens and employees. The PFA is interested in an
innovative design similar to that of http://www.firedepartment.org with the functionality of
department sites such as http://www.ci.sat.tx.us/safd and http://fire.lacounty.gov. The site shall
also equally facilitate usage by visitors and employees who may not understand how to find that
information or service within our organization.
RFP 7365 PFA Website Design, Development & Implementation Page 4 of 19
In addition, it is PFA’s intention to expand the usefulness of the website, ease the management
of its content, and future needs and functionality should be demonstrated in the proposal. The
PFA IT department is committed to being available to provide information and support to
respondents and will be actively involved in providing information and support throughout the
project’s process. The successful candidate/firm must have substantial experience in website
design, development, implementation and maintenance.
Respondents are encouraged to contact the PFA IT department, it@poudre-fire.org, with any
questions or concerns.
WEBSITE OBJECTIVES
The goal of the PFA website is to provide world class electronic access to fire department
services, serve as a public communications tool, reduce transaction costs, and to streamline
operations. Our current site(s) structure and design were developed years ago and require
significant time to maintain and enhance. We are looking to avoid this maintenance as much as
possible on the new website. The new site should have a theme promoting the PFA with a
friendly and professional feel that lives up to our Mission, Vision, and Values.
The new PFA website should provide easy access to services, be adaptable to current and
changing technology, provide content management capability for employees and be used as a
public communications tool.
The website shall, at a minimum, meet the following:
Required Services/Deliverables:
The information on the new PFA website should be directed towards the citizens,
employees, businesses, visitors, developers, prospective residents, other government
agencies, civic groups, associations, youth and senior citizen groups, and any person or
agency seeking to obtain information about the Poudre Fire Authority.
Visually appealing – The site must have an attractive mix of text, photos and graphics
similar to that of http://www.firedepartment.org.
Provide easy access to public information for use by citizens and employees.
Ensure the site can be easily updated, with a stable and easy to use content
management system (CMS). Respondent should list the software that would be used to
create the site including all graphics software and recommend software and licenses that
the PFA IT Department will need to purchase for the continued maintenance of the
website.
Provide the public an alternative means of communicating with PFA and our Board of
Directors.
Enhance delivery and awareness of fire department services and facilitate a clearly
accessible process for public inquiry.
Common Theme and Consistent Design. Each section of the site should have a
common look/theme. The PFA logo should be present on every page as well as be a
common header. All font types and basic layout should be used throughout the site.
RFP 7365 PFA Website Design, Development & Implementation Page 5 of 19
If determined by our Fire Prevention Bureau, provide the ability to conduct secure
financial transactions for permits/applications online.
Provide pages for all PFA programs, services, and functions.
Be easily upgradeable and portable.
Provide support for ADA requirements as well as language support for our Spanish
speaking population.
Include an effective site search engine.
Allow for email subscriptions and RSS feeds.
Display incidents which will include response apparatus from our records management
system (RMS).
Members only log-in site / portal (Extranet that links between Internet and Intranet for
Firefighters & Retirees).
News release and calendar section that includes events, promotions, press releases,
etc.
Quick Links section similar to the left hand column on this site:
http://www.seattle.gov/fire/.
Easy to use site map.
About us section and a FAQ section & maintain them as separate sections.
Northern Colorado Consortium links and links to other partner departments.
Multimedia (virtual station, apparatus, FF gear, car seat check, etc. videos).
Include Public Education items such as Smart Kids and Adopt a School Program.
Ensure Handheld and tablet devices can access and use the site easily.
Ability to connect to and display a variety of content from a variety of backend data
sources such as Excel files, SQL databases, and SharePoint sites.
Allow for interactivity. This includes e-mail response, surveys, feedback, forms, online
payments, and access to various PFA calendars. The designer must incorporate the
ability for users to complete interactive on-line forms for such tasks as employment, plan
reviews, and building permit applications.
Tracking of pages/links/hits per visitor. Having a variety of reports on this information
will be very valuable to our organization.
The website must provide for high-speed upload/download response times for both low
and high speed computers that are used by the average customer.
The website must include interoperability with our current Social Media sites such as
Facebook, Twitter, YouTube, etc. Firehouse.com has an example of a Twitter feed
section on their home page that we would like to see on our new website.
Dashboard for a live data feed from our Dispatch / Records Management systems.
RFP 7365 PFA Website Design, Development & Implementation Page 6 of 19
Events section that would be up-to-date and would link to further information similar to
the following link: http://safety.colostate.edu. This content must be easy to manage for
a variety of users.
The site must be designed to function effectively with common versions of software and
hardware, which must be identified in your proposal.
All documents, including maps, tables, and documents should be in HTML, Portable
Document Format (PDF), or in a format approved by the PFA to provide ease of viewing,
printing, and downloading, and in alternate ADA acceptable download formats.
Include links for visitors to download any browser plug-in products, such as Acrobat
Reader and Flash, which are necessary to view information on the site.
The site must be compatible with current versions of commonly used Internet browsers.
Please identify proposed compatibility with your response.
The site should take into consideration PFA’s future desire to include secure on-line
credit card purchases, employment applications, and the ability to conduct e-government
transactions such as on-line permitting, facility reservations, class registrations and
other interactive forms.
Information currently provided on the website must be included in the proposal.
The proposal should include a comprehensive timeline for each phase of the website
design, including meetings with PFA staff, re-design, development, draft presentation,
implementation, and training.
The site must be designed for continuous operation 24 hours a day, 7 days a week with
exception for times of scheduled maintenance.
Capability to maintain an archive of existing and past records such as agendas, meeting
minutes, press releases, newsletters, etc.
Hosting and maintenance service options are to be presented as options to facilitate the
design and maintenance of this site and the server hosting this site.
SERVICES REQUIRED OF SELECTED VENDOR:
The selected company/individual may be required to present prepared website
information during the development process.
The selected company/individual will be required to meet regularly with PFA
representatives to discuss and plan the project and provide progress reports as needed.
The selected company/individual must work directly with the various departments within
PFA to deal with the specific needs of those departments. The successful respondent
will be required to meet the representatives from each department to determine a final
list of information to be presented and agree on a final layout for those department’s web
pages on the new website.
Initial draft website design templates and site maps, will be provided to the PFA within
six weeks from the date of the approved contract, for review prior to implementation.
RFP 7365 PFA Website Design, Development & Implementation Page 7 of 19
A testing period and subsequent acceptance testing period, either period not to exceed
15 business days, shall be provided, during which the PFA may evaluate the website on
PFA/City of Fort Collins property to ensure satisfaction with the website functions and
conformance with the Proposal. At the completion of each testing period, a letter of
acceptance or failure will be provided to the company/individual selected. Items
requiring correction at either testing period must be corrected within 15 calendar days by
the awarded firm.
PFA TECHNICAL INFORMATION
The PFA plans to run the website on an in- house web server, however, viable external hosting
options may be included as an Attachment to the RFP.
Internet Provider Services are not part of this project. The PFA already has an ISP with the City
of Fort Collins; therefore these services are not part of this RFP process.
START AND COMPLETION OF WORK
The tentative schedule for this project/process is as follows:
April 23, 2012 Proposals Due
May 9, 2012 Interviews with Top Responders
May 18, 2012 Contract Approved
June 1, 2012 Begin new website project
August 17, 2012 PFA Board and Staff Presentation
August 24, 2012 Decommission current sites and Go Live with new site
PROPOSAL FORMAT
This section instructs respondents on procedures related to the submission of proposals.
1. The title page of the proposal must contain your name, address, telephone
number, principal contact, fax number and email address.
2. The proposal should contain a table of contents.
PROPOSAL SUBMITTAL REQUIREMENTS
The City of Fort Collins and Poudre Fire Authority shall not reimburse any firm for costs incurred
in the preparation and presentation of their proposal. In order to simplify the review process and
maximize the degree of comparative analysis, the RFP Response should be organized in the
following manner:
1. Methods and Approach: Describe your expected or recommended approach, including a
clear and detailed description of your proposed “cutover strategy”. Describe the
anticipated interaction with the PFA and the resources you expect to require them to
provide. Provide a timeline of your anticipated schedule for completing consultant tasks.
2. Deliverables: Given the list above under Required Services/Deliverables and
SERVICES REQUIRED, provide us with your plan to achieve them (not to exceed two
pages).
3. Qualifications and Experience: Provide relevant information regarding previous
experience related to this or similar Projects, to include the following (Please limit this
to a maximum of two pages!):
RFP 7365 PFA Website Design, Development & Implementation Page 8 of 19
Brief Company History including time in business
Minimum of three years experience working with website design, development,
and implementation.
Years of experience related to website design and development. Provide a list of
comparable websites, including at least three (3) municipalities and
governmental agencies (preferably fire departments if you have them), designed
by your company. Include the website address, company/agency contact
person, address, telephone number. These companies/agencies may be
contacted for references.
Enclose a section on relevant website development experience and information
on the extent of your abilities to meet the needs of this project. Please provide a
color sample of what you envision as the home page for the site.
4. List of Project Personnel: This list should include the identification of the contact person
with primary responsibility for this contract, the personnel proposed for this contract, and
any supervisory personnel, including partners and/or sub consultants, and their
individual areas of responsibility. A resume for each professional and technical person
assigned to the contract, including partners and/or sub consultants, shall be submitted.
The résumés shall include at least three references from previous assignments.
5. Organization Chart/Proposed Project Team: An organization chart containing the names
of all key personnel and sub consultants with titles and their specific task assignment for
this contract shall be provided in this section. NOTE: Any Personnel Changes within
the awarded Contract will need to be approved by the PFA Project Manager
a. Proposal should be all encompassing, with a single vendor identified as the
“responsible lead vendor.” Please indicate any needed subcontracted services
required to meet the needs of the proposal or clearly indicate what portion of the
services are not included as part of your proposal.
b. Include what and where assistance will be required from PFA staff in order to
complete the project.
6. Availability: Describe the availability of project personnel to participate in this project in
the context of the consultant firm’s other commitments.
7. Estimated Hours by Task: Provide estimated hours for each proposed or optional task,
including the time required for meetings, conference calls, etc.
8. Schedule of Rates and Cost by Task: Provide a schedule of billing rates by category of
employee to be used during the term of the contract, and an anticipated cost of each
task identified in the section Required Services/Deliverables and SERVICES
REQUIRED OF SELECTED VENDOR . All direct costs (i.e., travel, printing, postage,
etc) specifically attributed to the project and not included in the billing rates must be
identified.
a. The proposal should include necessary software and hardware, any additional
communication requirements, integration needs and potential costs necessary to
host and maintain the website (i.e. hardware, software, installation, licensing,
training, etc.).
b. The proposal should contain the total project cost, as well as detailed “line item”
costs for components/phases of the project. All hourly rates and fees, charges,
costs and anticipated reimbursable costs must be clearly stated.
RFP 7365 PFA Website Design, Development & Implementation Page 9 of 19
VENDOR STATEMENT
I have read and understand the specifications and requirements for this bid and I agree
to comply with such specifications and requirements. I further agree that the method of
award is acceptable to my company. I also agree to complete PROFESSIONAL
SERVICES WORK ORDER AGREEMENT with the City of Fort Collins on behalf of the
Poudre Fire Authority within 30 days of notice of award. If contract is not completed and
signed within 30 days, the City and PFA reserve the right to cancel and award to the
next highest rated firm.
NOTE: VENDOR STATEMENT IS TO BE SIGNED & RETURNED WITH YOUR PROPOSAL.
VENDOR IS TO ALSO INCLUDE THE REQUIRED INSURANCE CERTIFICATE
NAMING THE CITY OF FORT COLLINS AND THE POUDRE FIRE AUTHORITY AS
ADDITIONAL INSUREDS.
FIRM NAME:
ADDRESS:
EMAIL ADDRESS: PHONE:
BIDDER’S NAME:
SIGNATURE:
PRIMARY SERVICES ISSUES CONTACT:
TELEPHONE: FAX:
EMAIL:
CELL: EMERGENCY:
BACKUP:
AWARD AND CONTRACT PROCESS
1. The City and PFA reserve the right to award directly as a result of the written
proposals. The City and PFA may or may not opt to conduct oral interviews.
2. The selected Contractor shall be expected to sign the City’s standard Professional
Services Work Order Agreement prior to commencing Services (see sample attached
to this Proposal).
3. The City and PFA reserve the right to negotiate with any vendor as meets the needs
of the City and PFA. The City and PFA reserve the right to reject any or all proposals,
and to waive any irregularities.
RFP 7365 PFA Website Design, Development & Implementation Page 10 of 19
REVIEW AND ASSESSMENT
Proposals will be evaluated on the following criteria. These criteria will be the basis for review
of the written proposals and any optional 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?
RFP 7365 PFA Website Design, Development & Implementation Page 11 of 19
REFERENCES
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 If a study, did it meet the Scope of Work?
PLEASE GO TO www.fcgov.com/purchasing TO REGISTER IN OUR E-PROCUREMENT
SYSTEM FOR FUTURE BID OPPORTUNITIES! BE SURE TO SELECT ALL APPROPRIATE
COMMODITY CODES.
COMMODITY CODES USED FOR THIS RFP:
918-29 Computer Software Consulting
918-30 Computer Network Consulting
RFP 7365 PFA Website Design, Development & Implementation Page 12 of 19
SAMPLE PROFESSIONAL SERVICES AGREEMENT
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, on behalf of
the Poudre Fire Authority, hereinafter referred to as the "City" and PFA, and , 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 , issued by the City. A blank sample of a work order is
attached hereto as Exhibit "A", consisting of ( ) pages and is incorporated herein by
this reference. 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. [Option 1] This Agreement shall commence , 20 , and shall
continue in full force and effect until , 20 , 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
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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 Professional 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:
City of Fort Collins
Attn:
PO Box 580
Fort Collins, CO 80522
With Copy to:
City of Fort Collins
Attn: Purchasing
PO Box 580
Fort Collins, CO 80522
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 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 attorney’s fees arising directly or indirectly out of the Professional's
negligent performance of any of the services furnished under this Agreement. The Professional
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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
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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
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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. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101,
C.R.S., et. seq., Professional represents and agrees that:
a. As of the date of this Agreement:
1. Professional does not knowingly employ or contract with an illegal alien
who will perform work under this Agreement; and
2. Professional will participate in either the e-Verify program created in
Public Law 208, 104th Congress, as amended, and expanded in Public Law 156,
108th Congress, as amended, administered by the United States Department of
Homeland Security (the “e-Verify Program”) or the Department Program (the
“Department Program”), an employment verification program established
pursuant to Section 8-17.5-102(5)(c) C.R.S. in order to confirm the employment
eligibility of all newly hired employees to perform work under this Agreement.
b. Professional shall not knowingly employ or contract with an illegal alien to
perform work under this Agreement or knowingly enter into a contract with a
subcontractor that knowingly employs or contracts with an illegal alien to perform work
under this Agreement.
c. Professional is prohibited from using the e-Verify Program or Department
Program procedures to undertake pre-employment screening of job applicants while this
Agreement is being performed.
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d. If Professional obtains actual knowledge that a subcontractor performing work
under this Agreement knowingly employs or contracts with an illegal alien, Professional
shall:
1. Notify such subcontractor and the City within three days that Professional
has actual knowledge that the subcontractor is employing or contracting with an
illegal alien; and
2. Terminate the subcontract with the subcontractor if within three days of
receiving the notice required pursuant to this section the subcontractor does not
cease employing or contracting with the illegal alien; except that Professional
shall not terminate the contract with the subcontractor if during such three days
the subcontractor provides information to establish that the subcontractor has not
knowingly employed or contracted with an illegal alien.
e. Professional shall comply with any reasonable request by the Colorado
Department of Labor and Employment (the “Department”) made in the course of an
investigation that the Department undertakes or is undertaking pursuant to the authority
established in Subsection 8-17.5-102 (5), C.R.S.
f. If Professional violates any provision of this Agreement pertaining to the duties
imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this
Agreement is so terminated, Professional shall be liable for actual and consequential
damages to the City arising out of Professional’s violation of Subsection 8-17.5-102,
C.R.S.
g. The City will notify the Office of the Secretary of State if Professional violates this
provision of this Agreement and the City terminates the Agreement for such breach.
19. 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.
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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] or
Doing business as [insert name of business]
By: _________________________________
Title: _______________________________
CORPORATE PRESIDENT OR VICE PRESIDENT
Date: _______________________________
ATTEST:
_________________________________ (Corporate Seal)
Corporate Secretary
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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 ___ (_)
pages are hereby accepted and incorporated
herein, by this reference, and Notice to
Proceed is hereby given.
Professional
By:_______________________________
Date:_____________________________
City of Fort Collins
By: _______________________________
James B. O’Neill II, CPPO, FNIGP
Director of Purchasing and Risk Management
(over $60,000.00)
Date: ____________________________