HomeMy WebLinkAboutRFP - 7456 NEEDS ASSESSMENT FEASIBILITY & CONCEPTUAL DESIGN FOR POTENTIAL SOUTHEAST COMMUNITY CENTERRFP 7456 Page 1 of 16
REQUEST FOR PROPOSAL
7456 NEEDS ASSESSMENT, FEASIBILITY & CONCEPTUAL DESIGN FOR POTENTIAL
SOUTHEAST COMMUNITY CENTER
The City of Fort Collins is requesting proposals from qualified firms to to conduct a
Comprehensive Feasibility Study and Conceptual Design for a potential future municipally-
operated cultural/arts/recreation/ fitness/ athletic/ aquatic center herein designated the
Southeast Recreation/Cultural Community Center.
Proposals may be submitted by E-mail in Microsoft Word or PDF format. E-mail
submittals shall be e-mailed to: purchasing@fcgov.com. If submitting hard copy
proposals, five (5) copies, will be received at the City of Fort Collins' Purchasing Division, 215
North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before
3:00 p.m. (our clock), February 1, 2013 and referenced as Proposal No. 7456. 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.
The City encourages all disadvantaged business enterprises to submit proposals in response to
all requests for proposals and will not be discriminated against on the grounds of race, color,
national origin for all proposals for negotiated agreements.
Questions concerning the scope of the project should be directed to Project Manager, Bob
Adams, Recreation Director at (970) 221-6354 or badams@fcgov.com.
Questions regarding bid submittal or process should be directed to
John Stephen, CPPO, LEED AP, Senior Buyer, at (970) 221-6777 or jstephen@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,
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
RFP 7456 Page 2 of 16
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
RFP 7456 Page 3 of 16
REQUEST FOR PROPOSALS
7456 NEEDS ASSESSMENT, FEASIBILITY, AND CONCEPTUAL DESIGN
FOR POTENTIAL SOUTHEAST COMMUNITY CENTER
1. GENERAL INFORMATION
Introduction
The City of Fort Collins is seeking professional services of a qualified Architectural/
Planning team to conduct a Comprehensive Feasibility Study and Conceptual Design for
a potential future municipally-operated cultural/arts/recreation/ fitness/ athletic/ aquatic
center herein designated the Southeast Recreation/Cultural Community Center.
When Fossil Creek Park was built in Southeast Fort Collins, land was designated for a
future Community Center. The City’s Recreation Department and Cultural Services
Department are interested in partnering on a future community center that would offer
participation opportunities for citizens in the arts, fitness, athletics, and aquatics. The
selected architectural planning team should have experience with both recreation
facilities and cultural arts facilities, including aquatics and theaters. The proposed facility
should meet the needs of the growing Southeast population of Fort Collins as well as fill
gaps not currently covered by existing recreation and cultural facilities. The City of Fort
Collins requires the actual construction project meet a minimum of LEED Gold
certification standards.
Project Timeline
a. RFP due to City by February 1, 2013
b. Notification of Short List - February 15, 2013
c. Firm Interviews – Week of February 25, 2013
d. Award Contract – Week of February 25, 2013
e. Project completion date: June 30, 2013
NOTE: This schedule is subject to change.
2. SCOPE OF WORK
The consultant shall conduct the feasibility study and conceptual design and provide the
following:
1. Needs Assessment: Research, Data Collection and Market Analysis including
evaluation of community and citizen needs and preferences relative to the programs
and associated amenities of the proposed facility through public and staff input
meetings, on-line surveys, and open houses.
2. Space Use Plan: Facility Space Programming including identification of projected
usage, size of program components (in square feet) and outdoor areas required.
3. Conceptual Plan: Conceptual Layout and site plan with Building Design including
graphic representations of floor plan(s), and exterior building elevation(s). Should
include estimate of architectural and construction cost.
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4. Pro-Forma Budget: An economic analysis of the feasibility of the facility to operate
successfully financially including: Operational Cost Analysis; Revenue Generation
Analysis based on spaces, usage, rates, fees, and other income; and Cost Recovery
analysis.
5. Provide artist’s renderings and other collateral material to promote the project.
3. SUBMITTAL REQUIREMENTS
A) Limit the total length of your proposal to a maximum of forty (40) pages (excluding
covers and dividers but including resumes and project descriptions). Pages shall be 8-
1/2” x 11” single-sided, with a minimum 11-point font. The proposal may include up to
four (4) - 11” x 17” sheets, which will count towards the 40-page total.
B) The response to this RFP shall consist of the following sections:
1. Executive Summary
2. Corporate Background and Experience
3. Project Staffing and Organization
4. Technical Approach
5. Cost Proposal
1. Executive Summary – This section shall consist of the proposal cover letter,
highlighting the contents of this proposal, and bearing the authorized
representative's signature. State your understanding of the City’s needs.
Summarize your firm’s qualifications for providing these services by June 30, 2013.
Include any material assumptions that either enhance or limit service performance.
2. Corporate Background and Experience – This section shall provide a history of
your firm as relevant to the purpose and scope of this RFP. A list of references
(including contact persons and telephone numbers) for which similar work has
been performed that illustrate experience in both areas of recreation and cultural
facilities.
3. Project Staffing and Organization – This section must include the proposed
staffing, deployment, and organization of personnel to be assigned to this project.
Include resumes and any recommendation or commendation letters received from
recipients of your services in the past 4 years. List any applicable professional
certifications.
4. Technical Approach – This section shall include, in narrative, outline, and/or
graph form the proposed approach to accomplishing the tasks outlined in the
Scope of Work section of this RFP. A description of each task and deliverable and
the schedule for accomplishing each including public input, surveys, and open
houses, products (or deliverables) and associated timeline to meet a deadline of
June 30, 2013. Provide detailed requirements of City staff for support if any.
5. Cost Proposal – The cost of each work activity defined in 1. Scope of Work must
be identified separately. Proposal costs must include:
a. Needs Assessment: Provide a separate not to exceed cost.
b. Space Use Plan: Provide a separate not to exceed cost.
RFP 7456 Page 5 of 16
c. Conceptual Plan: Provide a separate not to exceed cost.
d. Pro-Forma Budget: Provide a separate not to exceed cost.
e. Personnel costs (including hourly rates and total hours)
f. Travel and Subsistence Expenses
g. Subcontractor Costs (if any)
h. Other Costs (e.g., office expenses)
i. TOTAL COST: A total not to exceed cost representing the maximum amount
for all work to be performed must be clearly indicated under this heading.
4. BUDGET
The City has a budget of $70,000 for this work. The City reserves the right to award on
parts of the scope of work as defined in #5 Cost Proposal a, b, c, d, or Total Cost i.
5. PROPOSAL REVIEW & ASSESSMENT
Professional firms will be evaluated on the following criteria. These criteria will be the basis
for review of the written proposals and optional interview session. At discretion of the City,
interviews of top rated firms may be held.
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?
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Reference Evaluation (Top Rated 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?
RFP 7456 Page 7 of 16
SAMPLE PROFESSIONAL SERVICES AGREEMENT
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 , 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 ( ) pages,
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 ( ) pages, and incorporated herein by this reference.
3. Contract Period. This Agreement shall commence , 200 , and shall
continue in full force and effect until , 200 , 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 four (4) additional one year periods. Renewals and pricing
changes shall be negotiated by and agreed to by both parties. The Denver Boulder Greeley
CPIU published by the Colorado State Planning and Budget Office will be used as a guide.
Written notice of renewal shall be provided to the Professional and mailed no later than ninety
(90) days prior to contract end.
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
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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 addresses:
Professional:
Attn:
City:
City of Fort Collins
Attn:
PO Box 580
Fort Collins, CO 80522
With Copy to:
City of Fort Collins
Attn: Purchasing Dept.
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 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
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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. [Optional] Insert Subcontractor Clause 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
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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,
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
City in an 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
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relieve the Professional of responsibility for the quality or technical accuracy of the work. The
City's approval or acceptance of, or payment for, any of the services shall not be construed to
operate as a waiver of any rights or benefits provided to the City under this Agreement.
13. Default. Each and every term and condition hereof shall be deemed to be a
material element of this Agreement. In the event either party should fail or refuse to perform
according to the terms of this agreement, such party may be declared in default.
14. Remedies. In the event a party has been declared in default, such defaulting
party shall be allowed a period of ten (10) days within which to cure said default. In the event
the default remains uncorrected, the party declaring default may elect to (a) terminate the
Agreement and seek damages; (b) treat the Agreement as continuing and require specific
performance; or (c) avail himself of any other remedy at law or equity. If the non-defaulting
party commences legal or equitable actions against the defaulting party, the defaulting party
shall be liable to the non-defaulting party for the non-defaulting party's reasonable attorney fees
and costs incurred because of the default.
15. Binding Effect. This writing, together with the exhibits hereto, constitutes the
entire agreement between the parties and shall be binding upon said parties, their officers,
employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs,
personal representatives, successors and assigns of said parties.
16. Law/Severability. The laws of the State of Colorado shall govern the
construction, interpretation, execution and enforcement of this Agreement. In the event any
provision of this Agreement shall be held invalid or unenforceable by any court of competent
jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this
Agreement.
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17. 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.
d. If Professional obtains actual knowledge that a subcontractor performing work under
this Agreement knowingly employs or contracts with an illegal alien, Professional
shall:
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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. [Optional] Special provisions or conditions relating to the
services to be performed pursuant to this Agreement are set forth in Exhibit " ", consisting
of ( ) pages, 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
By: __________________________________
Title: _______________________________
CORPORATE PRESIDENT OR VICE PRESIDENT
Date: _______________________________
ATTEST:
_________________________________ (Corporate Seal)
Corporate Secretary
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EXHIBIT
CONFIDENTIALITY
IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to
this Agreement (the “Agreement”), the Contractor hereby acknowledges that it has been
informed that the City has established policies and procedures with regard to the handling of
confidential information and other sensitive materials.
In consideration of access to certain information, data and material (hereinafter individually and
collectively, regardless of nature, referred to as “information”) that are the property of and/or
relate to the City or its employees, customers or suppliers, which access is related to the
performance of services that the Contractor has agreed to perform, the Contractor hereby
acknowledges and agrees as follows:
That information that has or will come into its possession or knowledge in connection with the
performance of services for the City may be confidential and/or proprietary. The Contractor
agrees to treat as confidential (a) all information that is owned by the City, or that relates to the
business of the City , or that is used by the City in carrying on business, and (b) all information
that is proprietary to a third party (including but not limited to customers and suppliers of the
City) . The Contractor shall not disclose any such information to any person not having a
legitimate need-to-know for purposes authorized by the City. Further, the Contractor shall not
use such information to obtain any economic or other benefit for itself, or any third party, except
as specifically authorized by the City.
The foregoing to the contrary notwithstanding, the Contractor understands that it shall have no
obligation under this Agreement with respect to information and material that (a) becomes
generally known to the public by publication or some means other than a breach of duty of this
Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the
request for such disclosure is proper and the disclosure does not exceed that which is required.
In the event of any disclosure under (b) above, the Contractor shall furnish a copy of this
Agreement to anyone to whom it is required to make such disclosure and shall promptly advise
the City in writing of each such disclosure.
In the event that the Contractor ceases to perform services for the City, or the City so requests
for any reason, the Contractor shall promptly return to the City any and all information described
hereinabove, including all copies, notes and/or summaries (handwritten or mechanically
produced) thereof, in its possession or control or as to which it otherwise has access.
The Contractor understands and agrees that the City’s remedies at law for a breach of the
Contractor’s obligations under this Confidentiality Agreement may be inadequate and that the
City shall, in the event of any such breach, be entitled to seek equitable relief (including without
limitation preliminary and permanent injunctive relief and specific performance) in addition to all
other remedies provided hereunder or available at law.
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