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HomeMy WebLinkAboutRFP - 7606 WEST CENTRAL AREA PLAN & PROSPECT CORRIDOR DESIGN (3)RFP 7606 West Central Area Plan / Prospect Corridor Design Page 1 of 29 REQUEST FOR PROPOSAL 7606 WEST CENTRAL AREA PLAN / PROSPECT CORRIDOR DESIGN The City of Fort Collins is requesting proposals from qualified firms to aide in the City's preparation of the West Central Area Plan and Prospect Corridor Design. Proposals submission via email is preferred. Proposals shall be submitted n Microsoft Word or PDF format and e-mailed to: purchasing@fcgov.com. If electing to submit hard copy proposals instead, nine (9) 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), March 14, 2014 and referenced as Proposal No. 7606. If delivered, they are to be sent to 215 North Mason Street, 2 nd 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. All questions must be in writing and submitted via e-mail by March 6. 2014 5:00 pm to Ted Shepard, Project Manager with a copy to John Stephen. Questions concerning the scope of the project should be directed to Project Manager, Ted Shepard, Chief Planner, Community Development & Neighborhood Services at (970) 221-6343 or tshepard@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 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 7606 West Central Area Plan / Prospect Corridor Design Page 2 of 29 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, Gerry S. Paul Director of Purchasing & Risk Management RFP 7606 West Central Area Plan / Prospect Corridor Design Page 3 of 29 REQUEST FOR PROPOSAL WEST CENTRAL AREA PLAN UPDATE & PROSPECT CORRIDOR DESIGN PURPOSE The purpose of the West Central Area Plan (WCAP, or plan) update is to revisit the original vision and goals, policy directives, and implementation actions from the 1999 West Central Neighborhoods Plan, and revise these elements based on emerging issues and trends. The result of the update process is to provide a new overall community-supported vision for the plan area, and provide a clear roadmap for strategies to implement that vision. The WCAP will be both “action-oriented” and “data- driven,” meaning that the project will be supported by implementable outcomes, with timeframes and potential funding resources, and be a result of rigorous land use and transportation analysis. The WCAP is an element of City Plan, and will build on citywide vision and policies, while establishing a more specific level of detail and focus within this subarea. The WCAP will also coordinate closely with the Transportation Master Plan. In addition to examining land use, housing and urban design elements, there will be a focus on the transportation system. A Transportation and Circulation Element will identify strategies for improving the transportation network within the West Central Area, with a subcomponent being the more detailed planning and design of Prospect Road from Shields Street to College Avenue. The Plan will promote the development of a corridor and network that are functional, safe, and identifiable for pedestrians, bicycles, buses, and cars. Primary importance will be placed on effective community engagement. The project will contain an extensive involvement program that includes multiple stakeholders, interests, and various forms of public outreach. Of particular need is the continual engagement of residents of the neighborhoods within the planning area. Finally, sustainability will be a key theme for the project. In practice, this will mean evaluating the vision, alternatives, frameworks, and strategies using the City’s Triple Bottom Line analysis. The process uses a systems approach to identify connected relationships between plan components and provide an analysis of environmental, economic, and social considerations to identify community benefits and tradeoffs. RFP SCHEDULE • RFP Released to Consultants: February 20, 2014 • Final Day for Questions: March 6, 2014 (5:00 pm) • Proposals Due: March 14, 2014 (3:00 pm) • Shortlist by: March 24, 2014 • Interviews: April 2, 2014 The project schedule dates listed in italics above are approximate and may change. RFP 7606 West Central Area Plan / Prospect Corridor Design Page 4 of 29 BACKGROUND Adopted in 1999, the previous West Central Neighborhoods Plan provides a vision for the area, and serves as the basis for land use regulations, housing policies, transportation practices, and historic preservation in the West Central Area. Current policies, strategies, and actions are expected to warrant updating. Others may be found to remain valid as written. In addition, this project will seek to clarify or initiate key implementation actions. The update will incorporate new information from related planning efforts in the area, including the Student Housing Action Plan, Land Use Code amendments regarding compatibility, City Code amendments regarding historic preservation, other City of Fort Collins projects, and new Colorado State University (CSU) initiatives. Outcomes of this project will include: • Greater consensus about the vision and acceptable levels/types of change in the area • Better communication and increased awareness about the vision and future character of the area • Clear strategy for implementing Plan action items • Increased predictability related to future developments and projects • Compatibility of new development with the vision for the area The West Central Area is a composite of several individual neighborhoods centered on the intersection of Prospect Road and Shields Street near the CSU Main Campus. There are mixes of older and newer neighborhoods with various characteristics, all of which are influenced to one degree or another by proximity to CSU. One notable aspect of the area is that it has the highest population density of any area in Fort Collins. The 1999 Plan was initiated and guided by a diverse group of citizens representing business and property owners, residents, developers, Planning and Zoning Board members, and the general public. The Plan content was literally developed by the residents and constituents of the neighborhoods through the work of the Citizen’s Advisory Committee. City staff played a resource and advisory role in the development of the Plan. A similar advisory committee and/or working groups are anticipated for this update process, with the specific role to be determined in the startup phase. Recently, issues have been raised by residents, business owners, and other stakeholders in the West Central Area, prompting City Council to request this update to the Plan. Examples include: • A growing number of student housing development proposals • Neighborhood compatibility of new development (design and intensity) • Development proposals on, or adjacent to, sites with identified historic resources • Greater number of structures becoming potentially eligible for historic designation • A potential on-campus stadium proposal and other CSU building initiatives • Recent and planned student population growth at CSU • Cut-through traffic and parking on neighborhood streets • The overall impact of various development projects on the area RFP 7606 West Central Area Plan / Prospect Corridor Design Page 5 of 29 • Transportation (Prospect Road design, pedestrian projects, connections to Mason Corridor) • Concerns about how the Plan is being implemented Some of these issues are already being addressed through separate planning and outreach efforts. These related efforts include: 1) Student Housing Action Plan: Neighborhood Services recently completed a study to address the increasing need for student housing and potential impacts and compatibility issues. 2) Land Use Code neighborhood compatibility and transition standards: Updates to certain Land Use Code standards for compatible development are currently being considered. 3) Historic Preservation Ordinance: Updates to the Municipal Code regarding Historic Preservation are currently being considered. 4) On-campus stadium: CSU is currently undertaking a feasibility assessment. 5) Fort Collins and CSU Bicycle Plans: The City of Fort Collins and CSU are both in the process of updating their bicycle plans. Coordination of these related efforts is required to assess what other issues need to be addressed during this update process. Plan Area The Plan area encompasses approximately three square miles, bounded on the south along Drake Road, Mason Corridor, Lake Street, and Shields Street on the east, Mulberry Street to the north, and Taft Hill Road on the west (see Map). Process The WCAP will be developed through four distinct phases, which will include community and stakeholder engagement throughout: • Phase 1: Project Initiation/Existing Conditions Develop a background assessment of existing conditions, issues, analysis, and community engagement process; • Phase 2: Reconfirm Plan Vision/Frameworks Reaffirm the plan vision and land use/transportation framework; RFP 7606 West Central Area Plan / Prospect Corridor Design Page 6 of 29 • Phase 3: Plan Development Reaffirm policies and develop strategies to address key opportunities and issues; and • Phase 4: Plan Implementation/Adoption Develop an implementation action plan, and new document. Project Initiation/Existing Conditions In the first phase of the process, a public engagement plan will be developed by the staff team, and background land use and transportation information will be collected. This will include an assessment of the broad context and character of the area, including a review of existing adopted plans and other planning information. Work will also include data assessment and analysis of existing and future conditions, mapping, and building on initial list of issues to be addressed. Reconfirm Plan Vision/Frameworks The second phase will begin with a visioning process that will be innovative and engaging, with broad involvement from the neighborhoods. The adopted vision is expected to capture the imagination while building on neighborhood strengths. This phase will also include developing and evaluating alternative land use scenarios for determining a preferred framework map, with emphasis on protecting the desired character of established neighborhoods and districts within the planning area. This framework integrates existing and future land use, transportation, and natural systems and open lands into a composite map, while establishing a basis for policy direction. Plan Development The third phase sets a process to update existing policies and identify new policy direction, as needed. A range of strategy options will be identified to address issues, opportunities, and policy directives based on potential land use and transportation scenarios. Policy and strategy options will be evaluated in relation to the vision for the neighborhoods, as well as economic, social, and environmental sustainability. Plan Implementation/Adoption The fourth phase will include developing an action plan that will implement the recommended strategy options. The action plan will include priorities, phasing, roles, and funding for implementation. The remaining steps in this phase include developing the plan document and the formal plan adoption process. Community Engagement Effective and extensive community engagement will be critical to the success of this plan update. As part of the planning process, a public involvement program will be developed to effectively encourage public participation and engage area business and property owners, neighbors, CSU students and faculty, and citizens. The staff and consultant team will develop an outreach program that incorporates many opportunities for engagement such as interactive online activities and surveys, focus group sessions, presentation roadshows, advisory committee meetings, workshops, and open house meetings. Regular updates will be provided to Boards and Commissions, City Council, and civic organizations. RFP 7606 West Central Area Plan / Prospect Corridor Design Page 7 of 29 SCOPE OF WORK CONSIDERATIONS City staff will lead management of the project, oversee community engagement, and revise the Plan document. The staff will perform the bulk of time-intensive tasks including public outreach, analysis, plan document development, interdepartmental coordination, and final quality control, with technical support provided by consultants. The consultant will perform supporting tasks including, but not limited to, conducting assessment and analysis/mapping, preparation of plan documents and support during the public outreach process. Technical expertise in land use/transportation/parking modelling and street/urban design will be provided by the consultant. The consultant will work collaboratively with staff to identify and address data needs, model land use and transportation options, coordinate with CSU regarding its development of master planning and stadium impacts, develop design alternatives for Prospect Road, evaluate transportation system alternatives, and produce a preliminary design (30%) for the preferred Prospect Road design (College to Shields). The draft scope of work outlined below is for the overall project and has been prepared to help guide project discussions. The specific “division of labor” between staff and consultant will be determined through negotiation with the successful consultant based on how the consultant’s qualifications and experience fit into the needs of the project. In its proposal, the consultant is encouraged to propose new and innovative approaches to completing the plan update. The consultant will need to define its proposed role in the preparation of the plan, highlighting areas of expertise. GUIDING PLANS AND DOCUMENTS Some key documents for reference include: • 1999 West Central Neighborhoods Plan: http://www.fcgov.com/advanceplanning/pdf/w-central-neighborhood-doc.pdf • 2011 City Plan: www.fcgov.com/planfortcollins/pdf/cityplan.pdf • 2011 Transportation Master Plan: www.fcgov.com/planfortcollins/pdf/tmp.pdf • 2013 Student Housing Action Plan: http://www.fcgov.com/advanceplanning/pdf/shap-doc.pdf • 2011 Pedestrian Plan: http://www.fcgov.com/planfortcollins/pdf/ped-plan.pdf • 2008 Bicycle Plan: www.fcgov.com/bicycling/pdf/bike_plan-2008.pdf • 2009 Transfort Strategic Plan: www.fcgov.com/transfort/plan-index.php STUDY ADMINISTRATION Ted Shepard, Chief Planner (Community Development and Neighborhood Services), and Amy Lewin, Transportation Planner (FC Moves) will serve as the City of Fort Collins project managers for the plan update. The consultant will confer/meet with the project managers regularly to review study progress, present working papers and study findings, and solicit direction. The process will be guided by a Technical Advisory Committee (TAC) as well as a Citizen Advisory Committee (CAC) comprised of neighbors, business interests, CSU and other stakeholders. Technical working groups and/or neighborhood focus groups RFP 7606 West Central Area Plan / Prospect Corridor Design Page 8 of 29 may be used to support the TAC and CAC’s understanding of the project at key phases. Regularly-scheduled meetings with the TAC and CAC will allow the consultant to build and maintain the close working relationship essential for the project’s success. Working drafts developed during the study will circulate to the TAC and CAC for review and comment. Relevant comments and requests will be incorporated into the working drafts and final documents. SCHEDULE The WCAP update is scheduled to be completed and presented to City Council for adoption in March 2015. The anticipated schedule for task completion is as follows: Jan. – Mar. 2014 Project Initiation/Existing & Future Conditions Analysis (Tasks 1 & 2) Mar. – Apr. 2014 Consultant Selection Apr. – June 2014 Transportation System Analysis & Visioning (Task 3) July – Aug. 2014 Framework/Alternatives Development & Evaluation (Tasks 4, 5 & 6) Sept. – Oct. 2014 Plan Development (Tasks 7, 8, 9 & 10) Nov. 2014 – Jan. 2015 Preparation of Final Plan & Implementation Approach (Tasks 11 & 12) Feb. – Mar. 2015 Adoption Process The consultant and staff teams are expected to participate in a minimum of six meetings of City boards (Transportation Board and Planning and Zoning Board), four work session updates and final recommendation hearings for the Planning and Zoning Board and/or City Council, one City Council Work Session, a City Council hearing, and major public outreach events. SCOPE OF WORK Phase 1 Project Initiation/Existing Conditions Task 1: Define Parameters of Update Process City project management staff has initiated the following subtasks: • Develop an initial work program to guide the study effort • Establish a Technical Advisory Committee (TAC) and Citizens Advisory Committee (CAC), and identify key stakeholders and collaborators • Meet with key internal stakeholders to refine the project purpose and issues to be addressed • Identify initial public outreach tasks and prepare a public involvement plan outline RFP 7606 West Central Area Plan / Prospect Corridor Design Page 9 of 29 • Refine scope of work with detailed study tasks, roles and responsibilities, objectives, and deliverables • Refine schedule to identify key milestones and deliverable due dates • Develop a Public Involvement Plan (including TAC/CAC schedule) • Create project website • Define strategy to coordinate with relevant ongoing and recently completed studies • Define roles and approach to coordination with FC Moves, other city departments, and CSU Task 2: Existing Conditions The second task will provide a comprehensive understanding of the past, present, and future conditions of the WCAP area and Prospect Road Corridor. This task will provide the basis for the development of a vision and concept alternatives. The consultants will develop and collaborate with staff on the following subtasks: a. Review of Existing Plans i. Gather and review relevant plans, data, and resources from city departments, CSU, and other agencies ii. Review 1999 West Central Neighborhoods Plan goals, policies, and implementation actions for relevance in plan update b. Existing Conditions i. Existing physical overview (land use and existing development, bike facilities, pedestrian facilities, historic buildings/features, floodplain and drainage, natural areas and features, cultural, utilities, safety, viewsheds and scenic features, land ownership, etc.) ii. Existing operational overview (traffic volumes, vehicle/bike/pedestrian Levels-of-Service, crash history, transit service, parking inventory and issues, etc.) iii. Existing influence conditions (zoning and regulations, socioeconomic conditions, demographics, business and employment, regional, city, corridor, etc.) iv. Develop GIS mapping and summary of data and analysis c. Future Conditions i. Future planned infrastructure improvements RFP 7606 West Central Area Plan / Prospect Corridor Design Page 10 of 29 ii. Development proposals; future land use and population, employment, and socioeconomic projections (regionally, city, corridor) iii. Future traffic conditions, Levels-of-Service iv. Planned transit service v. Planned growth on the CSU Main and South campuses vi. Challenges and constraints related to current zoning (e.g., HMN district) vii. Relevant actions in adopted plans viii. Develop GIS mapping and conclusions d. Identification of Existing and Future Issues, Opportunities and Needs i. Neighborhood listening sessions to identify and improve understanding of key issues, opportunities, and needs. ii. Summary of issues, opportunities, and needs for the West Central Area and the Prospect Corridor e. Develop Triple Bottom Line (TBL) Analysis Maps for the West Central Area Plan and Prospect Corridor Plan i. Brainstorming session with TAC Consultant Deliverables • Transportation: Existing transportation conditions summary, detailed measurements of Prospect Road, infrastructure inventory, conflict point identification, existing cross sections, safety data, daily and peak hour volumes and turning movements for collector and arterial network, transit ridership and operations data, bicycle and pedestrian LOS, projected future baseline conditions, TBL Analysis Map for Prospect Corridor • Land Use/Neighborhood Character: Summary of issues, opportunities, and needs for the project area, TBL Analysis Map for West Central Area Plan • Public Involvement: Participation at TAC #1, CAC #1, and neighborhood listening sessions • Integration: Brief memo describing efforts to coordinate and integrate the WCAP with concurrent planning efforts throughout the planning process (e.g., CSU Master Plan, Fort Collins Bike Plan, etc.). RFP 7606 West Central Area Plan / Prospect Corridor Design Page 11 of 29 Phase 2 Reconfirm Plan Vision/Frameworks The consultants will develop and collaborate with staff on the following subtasks: Task 3: Visioning This task will involve reassessing the existing plan vision, capturing the latest thinking on such elements as land use, transportation, open lands, safety, and compatibility. The vision will be based on findings from Task 2, public involvement and feedback from stakeholders, and guidance from City Council. The Public Involvement Plan will be a key resource in establishing a community-supported vision by providing a range of effective community engagement techniques that involve many different stakeholders within the plan area. The vision will capture the imagination in text and graphics that are rich in detail and reflect the desired character of the neighborhoods and districts within the West Central Area, specifically addressing the vision for the Prospect Corridor. Consultant Deliverables • Prospect Corridor: Purpose and Need Statement, Prospect Corridor vision • West Central Area Plan: Vision for West Central Area (including neighborhood character, transportation, and natural systems components) • Public Involvement: Materials, facilitation, and summary of public, TAC, and CAC meetings Task 4: Framework / Alternatives Development 4.a Prospect Corridor Alternatives Development Based on Task 2 and Task 3 results, a set of concept alternatives will be developed to achieve the vision by means of a new framework plan. The Public Involvement Plan, developed as part of Task 1, will reflect how the alternatives will be vetted through an open, interactive and innovative public process ultimately leading to a final preferred framework plan. 4.b West Central Area Framework Development Land use, transportation, natural systems, and other opportunities will be explored and developed into frameworks that will be further evaluated in Task 5. Elements of the frameworks should include, at a minimum, the following elements: Land Use: • Existing land uses • Future land uses • Vacant and redevelopment areas RFP 7606 West Central Area Plan / Prospect Corridor Design Page 12 of 29 • Open lands, natural areas, viewsheds, stream corridors (especially Spring Creek) • Parks, schools, and trails • Identified neighborhood areas and business districts • Neighborhood character protection and enhancement • Housing and income diversity • Potential zoning or regulatory changes • CSU and CSURF, on-campus stadium and supporting facilities Transportation: • Proposed changes to existing street classifications or design • Median and access design (arterial streets) • Stormwater design, including Low Impact Development (LID) concepts • Bicycle and pedestrian improvements and connections (including multimodal LOS methodology) • Transit improvements and connections • Parking capacity, needs and management Consultant Deliverables • Prospect Corridor: Up to 3 corridor alternatives (plus baseline) for the Prospect Corridor, including modal splits, road, transit, bike, and pedestrian improvements, low/medium/high costing, conceptual design detail for each corridor alternative, and performance characteristics (multimodal LOS) • West Central Area Plan: Land use, transportation, and natural systems frameworks • Public Involvement: Materials, facilitation, and summary of public, TAC, and CAC meetings Task 5: Alternatives and Frameworks Evaluation - Triple Bottom Line Analysis This task includes evaluation of the Prospect Corridor alternatives and West Central Area frameworks according to Triple Bottom Line principles and evaluation methodology (see link: http://zeus.fcgov.com/utils- procedures/index.php/Triple_Bottom_Line). A few specific evaluation criteria could include: Social: a. Community character and neighborhood protection RFP 7606 West Central Area Plan / Prospect Corridor Design Page 13 of 29 b. Housing opportunities c. Proximity/connections to shopping, neighborhood services d. Impacts of project on adjacent properties/neighborhoods e. Safety f. Multimodal mobility Environmental: g. Air and water quality h. Open space, natural resources, and scenic features i. Floodplains j. Low-impact development (LID) features k. Drainage and stormwater management l. Bicycle and pedestrian mobility m. Traffic congestion / operations (including parking) n. Transit service Economic: o. Employment opportunities p. Fiscal considerations q. Estimated cost for construction, operations and maintenance Consultant Deliverables • Prospect Corridor: Evaluation technical report, alternatives evaluation summary, Triple Bottom Line check-in/verification • West Central Area Plan: Evaluation technical report, framework evaluation summary, Triple Bottom Line check-in/verification • Public Involvement: Materials, facilitation, and summary of public, TAC, and CAC meetings Task 6: Prospect Corridor Preferred Alternative Based on the evaluation of alternatives and the public engagement process, a preferred alternative for Prospect Corridor will be selected and further refined as necessary. Consultant Deliverables • Prospect Corridor: Preferred alternative summary with graphics, Prospect Corridor preliminary (30% engineered) design, cost estimates Phase 3 Plan Development Task 7: Neighborhood Projects Based on the West Central Area frameworks, a list of projects will be developed that address the most significant issues, opportunities, and needs in the area. Through close coordination with relevant City departments, CSU, and other agencies, the list of projects should be RFP 7606 West Central Area Plan / Prospect Corridor Design Page 14 of 29 refined and prioritized. Implementation of these projects will be further addressed in Tasks 10 and 11. Consultant Deliverables • West Central Area Plan: List of prioritized projects for the West Central Area. Task 8: On-Campus Stadium Impacts (optional task) Depending on the outcome of the CSU on-campus stadium feasibility study, potential impacts of the stadium on the Prospect Corridor and the surrounding West Central Area will be evaluated. To the extent possible, data and findings on noise, lighting, traffic, and parking from the CSU study will be incorporated into this planning process. Strategies for mitigating the potential impacts will be identified and evaluated for inclusion in the plan. Consultant Deliverables • Prospect Corridor: Identification of potential impacts and mitigation strategies specific to the Prospect Corridor. • West Central Area Plan: Identification of potential impacts and mitigation strategies for the West Central Area as a whole. Task 9: Policy Development This task will involve reassessing the existing policies in the West Central Neighborhoods Plan and identifying a new set of policy directives based on the vision, preferred framework plan, prioritized project list, and public input to date. Consultant Deliverables • West Central Area Plan: Updated policy structure and text for inclusion in the plan. • Public Involvement: TAC and CAC materials, facilitation, and summary. Task 10: Strategies This task will include the identification, evaluation, and prioritization of strategies to implement the plan vision and preferred framework plan. For each policy, strategy options will be identified to establish a foundation for implementation. Consultant Deliverables • West Central Area Plan and Prospect Corridor: Prioritized list of implementation strategies for inclusion in the plan. • Public Involvement: TAC and CAC materials, facilitation, and summary. RFP 7606 West Central Area Plan / Prospect Corridor Design Page 15 of 29 Phase 4 Plan Implementation/Adoption The consultants will develop and collaborate with staff on the following subtasks: Task 11: Implementation Action Plan This task will include an assessment of specific actions that will implement the priority list of recommended strategy options from previous phases for the Prospect Corridor and the West Central Area. The findings of this assessment will be formalized in an action plan table that includes roles and responsibilities, timeframe and potential funding. This task will also include phasing and a process for monitoring the performance of improvements. The detailed funding plan will identify the most likely funding sources for each strategy, aligned with current budget and future budget cycles and Capital Improvement Plans, and steps needed to pursue and acquire the funding. Consultant Deliverables • West Central Area Plan and Prospect Corridor: Implementation summary, phasing recommendation and costing, recommended implementation schedule, funding strategies, specific action items, and process for ongoing monitoring of plan implementation Task 12: West Central Area Plan Preparation and Adoption This task includes compiling information and deliverables from the previous tasks and public involvement into a draft plan document, managing the public review process, making edits and refinements, and submitting a final plan for adoption. The final plan will be organized and formatted in a way that can be easily understood and interpreted by members of the public, decision-makers, and staff. The plan document will reflect a high level of visual graphics to support language in the plan, including charts, illustrations, maps, photos and other images necessary to portray information in a clear and concise manner. Technical language (jargon) should be minimized. An executive summary will be provided, along with introductions for each chapter and summaries of information included in an appendix. Consultant Deliverables • Prospect Corridor: Prospect Corridor Plan component of the overall plan, including: existing conditions summary, purpose and need, vision, alternatives description and evaluation summary, preferred alternative summary, corridor design (as an appendix), implementation summary, and supporting graphics. • West Central Area Plan: Draft and final formatted West Central Area Plan, including: existing conditions summary, vision, framework description and evaluation summary, neighborhood projects, policies, strategies, implementation and monitoring plan, and supporting graphics. RFP 7606 West Central Area Plan / Prospect Corridor Design Page 16 of 29 • Public Involvement: Public, TAC and CAC meeting materials, facilitation, and summary; participation in City Council work session(s) and hearing. SUBMITTAL REQUIREMENTS All respondents are required to include the following information in the submittal as a minimum. 1. Project Understanding: Provide a brief summary of your understanding of the project and the plan area. 2. Approach: Describe your recommended approach to achieve each of the tasks outlined in the Scope of Work described above. Responses are encouraged to think beyond the outlined Scope of Work and provide innovative and cost effective ideas to create a successful plan. 3. Deliverables: Provide a description or examples of how you will present the deliverables and the tools that will be used to create project products. 4. Team Profile: Provide relevant information regarding the team you propose to work on this project including: a. Overview of firm(s) b. Examples of projects with location and reference contacts c. People (experience, availability, commitment) d. Proposed team organization (org chart) of key personnel with titles and specific tasks 5. Schedule: Provide a detailed project schedule showing key milestones, deliverable dates, proposed meeting dates for the TAC/CAC, public meetings/outreach activities, and presentations to various boards and commissions and City Council. 6. Budget: Provide a proposed budget for the project that shows effort by task and personnel, including rates. Include all sub-consultants. The budget should clearly show time required for meetings and project management. It is expected that this project will be a collaborative effort with the City. City staff will be working closely with the successful respondent on all aspects of the project and in some cases leading elements of the project. Within your response, please include how you would work with City staff to conduct the project in an effort to save costs wherever possible. A maximum number of 15 double-sided pages (30 pages total) are allowed for this proposal (not including resumes and samples of work). In addition (but not instead), the proposal can be submitted in electronic format as a PDF on a CD or DVD. RFP 7606 West Central Area Plan / Prospect Corridor Design Page 17 of 29 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 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? RFP 7606 West Central Area Plan / Prospect Corridor Design Page 18 of 29 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 7606 West Central Area Plan / Prospect Corridor Design Page 19 of 29 SAMPLE 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. Irrespective of references in Exhibit A to certain named third parties, Professional shall be solely responsible for performance of all duties hereunder. 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. RFP 7606 West Central Area Plan / Prospect Corridor Design Page 20 of 29 4. Early Termination by City. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: Professional: City: Copy to: Attn: City of Fort Collins Attn: PO Box 580 Fort Collins, CO 80522 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 RFP 7606 West Central Area Plan / Prospect Corridor Design Page 21 of 29 omissions insurance in the amount of $1,000,000, in accordance with Exhibit , consisting of one (1) page, attached hereto and incorporated herein. 6. Compensation. [Use this paragraph or Option 1 below.] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional a fixed fee in the amount of ($ ) plus reimbursable direct costs. All such fees and 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. 7. 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 RFP 7606 West Central Area Plan / Prospect Corridor Design Page 22 of 29 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. [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. 10. 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. 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. RFP 7606 West Central Area Plan / Prospect Corridor Design Page 23 of 29 12. Subcontractors. Professional may not subcontract any of the Work set forth in the Exhibit A, Statement of Work without the prior written consent of the city, which shall not be unreasonably withheld. If any of the Work is subcontracted hereunder (with the consent of the City), then the following provisions shall apply: (a) the subcontractor must be a reputable, qualified firm with an established record of successful performance in its respective trade performing identical or substantially similar work, (b) the subcontractor will be required to comply with all applicable terms of this Agreement, (c) the subcontract will not create any contractual relationship between any such subcontractor and the City, nor will it obligate the City to pay or see to the payment of any subcontractor, and (d) the work of the subcontractor will be subject to inspection by the City to the same extent as the work of the Professional. 13. 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. 14. 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. 15. 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. RFP 7606 West Central Area Plan / Prospect Corridor Design Page 24 of 29 16. 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. 17. 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. 18. 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. 19. 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 RFP 7606 West Central Area Plan / Prospect Corridor Design Page 25 of 29 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: 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. RFP 7606 West Central Area Plan / Prospect Corridor Design Page 26 of 29 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. 20. Special Provisions. Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit " " - Confidentiality, consisting of one (1) page, attached hereto and incorporated herein by this reference. RFP 7606 West Central Area Plan / Prospect Corridor Design Page 27 of 29 THE CITY OF FORT COLLINS, COLORADO By: _________________________________ Gerry Paul 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: _______________________________ Date: _______________________________ RFP 7606 West Central Area Plan / Prospect Corridor Design Page 28 of 29 EXHIBIT INSURANCE REQUIREMENTS 1. The Professional will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Professional shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement: "The insurance evidenced by this Certificate will not be cancelled or materially altered, except after ten (10) days written notice has been received by the City of Fort Collins." In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Professional, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Professional under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Professional 's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. 2. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Professional shall maintain during the life of this Agreement for all of the Professional's employees engaged in work performed under this agreement: 1. Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Professional shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $500,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Professional shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. RFP 7606 West Central Area Plan / Prospect Corridor Design Page 29 of 29 EXHIBIT CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to this Agreement (the “Agreement”), the Professional 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 Professional has agreed to perform, the Professional 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 Professional 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 Professional shall not disclose any such information to any person not having a legitimate need-to-know for purposes authorized by the City. Further, the Professional 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 Professional 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 Professional 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 Professional ceases to perform services for the City, or the City so requests for any reason, the Professional 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 Professional understands and agrees that the City’s remedies at law for a breach of the Professional’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.