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HomeMy WebLinkAboutRFP - 8049 NEW DOWNTOWN PLANRFP 8049 New Downtown Plan Page 1 of 32 REQUEST FOR PROPOSAL 8049 NEW DOWNTOWN PLAN The City of Fort Collins is requesting proposals from qualified firms to assist staff in the creation of a new Downtown Plan. As part of the City’s commitment to Sustainable Purchasing, proposals submission via email is preferred. Proposals shall be submitted in a single Microsoft Word or PDF file and e-mailed to: purchasing@fcgov.com. If electing to submit hard copy proposals instead, 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 must be received before 3:00 p.m. (our clock), January 27, 2015 and referenced as Proposal No. 8049. 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. Please note, additional time is required for bids mailed to the PO Box to be received at the Purchasing Office. The City encourages all Disadvantaged Business Enterprises (DBEs) to submit proposals in response to all requests for proposals. No individual or business will be discriminated against on the grounds of race, color, sex, or national origin. It is the City’s policy to create a level playing field on which DBEs can compete fairly and to ensure nondiscrimination in the award and administration of all contracts. Questions concerning the scope of the bid should be directed to Clark Mapes at (970) 221-6225 or cmapes@fcgov.com. Questions regarding bid submittal or process should be directed to Gerry Paul, Director of Purchasing and Risk Management at 970-221-6779 or gspaul@fcgov.com All questions must be submitted in writing via email to Clark Mapes, with a copy to Gerry Paul, no later than 5:00 PM our clock on January 20, 2015. Questions received after this deadline will not be answered. A copy of the RFP may be obtained at www.rockymountainbidsystem.com. 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. All provisions of any contract resulting from this request for proposal will be public information. New Vendors: The City requires new vendors receiving awards from the City to fill out and submit an IRS form W-9 and to register for Direct Deposit (Electronic) payment. If needed, the W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at www.fcgov.com/purchasing under Vendor Reference Documents. 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 8049 New Downtown Plan Page 2 of 32 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. Sustainability: Consulting firms/teams participating in the proposal are to provide an overview of the organization’s philosophy and approach to Sustainability. In no more than two (2) pages please describe how your organization strives to be sustainable in the use of materials, equipment, vehicles, fuel, recycling, office practices, etc. The City of Fort Collins incorporates the Triple Bottom Line into our decision process by including economic (or financial), environmental, and social factors in our evaluation. The selected Service Provider shall be expected to sign the City’s standard Agreement without revision prior to commencing Services (see sample attached to this Proposal). Sincerely, Gerry S. Paul Director of Purchasing & Risk Management RFP 8049 New Downtown Plan Page 3 of 32 8049 - REQUEST FOR PROPOSALS A NEW DOWNTOWN PLAN PROJECT DESCRIPTION AND SCOPE OF WORK The City of Fort Collins is requesting proposals from qualified firms to assist staff in the creation of a new Downtown Plan. The successful firm or team (Contractor) will work with staff, citizens, and elected officials on a multi-disciplinary planning effort. The Contractor will be required to demonstrate successful experience in solutions to the complexities of planning for successful Downtowns, with demonstrated capabilities in the following professional disciplines:  Market analysis  Urban design  Transportation planning  Pay-parking public outreach  Downtown management  Public participation and communication  Graphics and illustration City staff will provide overall project management and produce the plan document. The Contractor will collaborate with staff on the overall plan, and provide focused specialized expertise, successful experience, and production capacity on certain topic areas. The plan process is scheduled to occur over 18 months starting in early 2015. PURPOSE The new Downtown Plan will replace the successful 1989 Downtown Plan, with a new plan for the next 10-20 years. The ‘89 plan has guided budgets, projects, investments, regulations, and other actions for 25 years. Its mission has been achieved and its recommendations largely fulfilled. Downtown’s revitalization results from countless decisions on several hundred million dollars’ worth of investments and actions by the public and private sectors meeting constant challenges and risks within a unifying vision and framework. The new plan is scheduled and needed to continue the successes noted above. Transformative changes have led to new issues needing an updated vision with strategies and actions to address the issues and achieve the vision. RFP 8049 New Downtown Plan Page 4 of 32 Renewed consensus and buy-in are crucial to the high levels of collaboration needed for Downtown’s success. To that end, the plan will be developed in a process to engage the wide spectrum of people and groups with stakeholder interests. The Downtown Plan is an element of the City’s comprehensive plan known as City Plan, and will build on the City’s overall vision and policies, while establishing a more specific level of detail and focus within this subarea. RFP SCHEDULE • Final Day for Questions: January 20, 2015 (5:00 pm) • Proposals Due: January 27, 2015 (3:00 pm) • Notify Consultants to be interviewed: January 30, 2015 • Interviews: February 5, 2015 RFP 8049 New Downtown Plan Page 5 of 32 PLAN AREA The Plan area encompasses the commercial zone districts north of the CSU Main Campus and south of Vine Street: Downtown (D), Community Commercial (CC), River Downtown Redevelopment (RDR), Community Commercial Poudre River (CCR), Limited Commercial (CL), Employment (E), along with Public Open Lands (POL) along stretches of the Poudre River. An “area of influence” is identified in the Industrial (I) district northeast of the plan area, which also includes the Buckingham residential neighborhood (zoned RL, Low Density Residential). This area is the subject of the 2005 Northside Neighborhoods Plan and as such its status is somewhat different than the plan area. It is closely interrelated with Downtown, with highly overlapping interests. Plan Area Map with Zoning AREA OF INFLUENCE COLORADO STATE UNIVERSITY I RFP 8049 New Downtown Plan Page 6 of 32 Plan Area Context Map RFP 8049 New Downtown Plan Page 7 of 32 PROCESS The Downtown Plan will be developed through five phases, which will include community and stakeholder engagement throughout: Phase 1: Project Initiation and Issue Identification Develop a background assessment of existing conditions and plans, issues, analysis; and lay out the community engagement process/schedule. Phase 2: Visioning Kick off the community engagement effort and visioning of future conditions and initiatives. Phase 3: Choices and Strategies Evaluate a range of options and identify strategies to address issues and achieve the vision. Phase 4: Plan Development Create and confirm policies, recommendations, and implementation actions. Phase 5: Adoption Develop a new plan document for review, approval and adoption by City Boards and Council. TOPIC AREAS The following topic areas summarize expected issues identified by City staff at this preliminary stage. Issues will be clarified and addressed throughout the phases of the project, with technical Working Groups formed for each topic area to guide and develop materials as appropriate. Market and Economy This topic area is expected to address issues such as market role and outlook; brand; keys to economic health; and specific issues unique to Downtown’s dynamic mix of businesses, activities, and land uses. Urban Design This topic area will address “placemaking” and its various aspects that create the beloved historic character of Downtown. Issues range in scale, from the overall framework and character to important detail characteristics. Expected components include land uses, transportation routes, buildings, streetscape improvements, parking, parks and plazas, wayfinding, and related design components. Parking and Transportation This topic area addresses a uniquely complex set of issues related to Downtown’s overall character with its general emphasis on pedestrian-oriented public space. Issues involve getting to Downtown, getting vehicles parked, and getting around within Downtown. Pedestrian, bike, and transit are expected to continue to increase in relative importance, possibly including new modes such as pedicabs and a circulator shuttle. RFP 8049 New Downtown Plan Page 8 of 32 Examples of unique Downtown issues are large community events, the railroad, and the emphasis on a public parking system rather than private parking lots. One particular hot-button issue has a dedicated project programmed into staff work programs for 2015: the City will conduct a community dialogue project on the subject of on-street pay parking. This is a follow-up item from the recent Parking Plan and major Transit Oriented Development Parking Study adopted by City Council in 2014. The pay parking outreach project will be fully coordinated and aligned with the Downtown Plan process to insure consistency. Arts and Culture Examples of potential issues include Downtown’s role in the City and region; identity and branding; activities and events; facilities and venues; and relationships among arts groups, key interests, and the City. Energy and Environment This topic area addresses utility capacity, energy initiatives, and resource conservation. Poudre River Corridor is the City’s most important natural feature and a defining aspect of Downtown that will be acknowledged and addressed in the plan. Downtown Management This topic area is expected to address issues related to safety and cleanliness, maintenance and repairs, special events management and logistics, and coordination among various organizations and interests regarding roles, responsibilities, and funding. CONTRACTOR SERVICES SOUGHT City staff will manage the overall project and public process, perform the bulk of outreach, and produce the plan document. The Contractor will collaborate with staff on the overall plan, and provide specialized technical expertise, experience, and work products on certain topic areas. Roles and tasks to be done by staff and the Contractor will vary for different topic areas as described below. Because of the need for complete collaboration based on frequent face-to-face meetings between the Contractor and staff, local representation on the Contractor team is preferred. The expected relative proportion of Contractor assistance to be allocated to collaboration on the overall plan, and to technical work on the various topic areas, is indicated as High, Medium, and Low. Collaboration on the Overall Plan [Medium] Services needed: a) Advise and comment on the comprehensive community outreach plan for the project. RFP 8049 New Downtown Plan Page 9 of 32 b) Provide graphics and images to support concepts being discussed and to aid staff in developing the new plan throughout all phases of the project. c) Provide facilitation of public discussion and meetings on technical or sensitive topics. d) Review, comment, and collaborate with Planning staff on written materials, online information, questionnaires, and related materials e) In collaboration with staff, provide compelling, tailored illustrations and/or images to convey the vision and recommendations for the next 10-20 years at an inspiring level of quality in a highly visual new plan document. Technical Work on Topic Areas The extent of specific services needed varies for the different topic areas as follows. Market and Economy [Low-Medium] Services Needed: a) Review 2004 Downtown Strategic Plan market analysis and business mix information and collaborate with staff to determine needs for new research, surveys, or means of addressing issues. b) Update market analysis as needed. Develop market and business information to address the types of issues summarized in this topic area, in order to inform the vision and recommendations. A 2004 planning project, the Downtown Strategic Plan, included a market analysis which is expected to serve as a foundation and example. The new plan may generally incorporate updates and affirmations of the 2004 information, with new data gathering and analysis as appropriate. c) Collaborate with City Planning staff on written content for the public process and the plan document, and provide related graphics to aid discussions with the Working Group and the public, and to summarize the analysis and results in a way that is presentable to the public and City Council. d) Provide recommendations to be incorporated into the plan vision and recommendations. Urban Design [High] Services Needed: a) Evaluate, identify and describe the crucial aspects of the overall physical framework of Downtown as defined by historic context, different character areas, gateways, landmarks, transportation routes, circulation within Downtown, and other RFP 8049 New Downtown Plan Page 10 of 32 defining characteristics. Previous plan documents provide a large body of information and understanding in this regard. b) Within the framework, address issues related to building height and building typology for new buildings in different parts of the Downtown and at edges between the commercial Downtown and adjacent neighborhoods. c) Within the framework, address streetscape design issues including right-of-way encroachments, design themes and details, lighting, landscaping, irrigation, and related issues. d) Provide graphics and images to support concepts being discussed and to aid staff in developing the new plan throughout all phases of the project. e) Provide recommendations to be incorporated into the plan vision and recommendations, and collaborate with City Planning staff in writing content for the public process and the plan document. Parking and Transportation [Low] Services Needed: a) Collaborate with staff to review existing plans and available information, distill relevant issues, and synthesize overarching priorities for Downtown into vision components and plan recommendations, with an eye toward implementation in approximately a 10-year timeframe. b) Provide special expertise and experience in planning for the modal hierarchy typically found in Downtowns (e.g., with pedestrians having an elevated mode share). This may include written or graphic examples, policy language, and recommendations as appropriate. c) Provide special expertise and experience in planning for transportation and parking as an aspect of historic Downtown character. This may include written or graphic examples, policy language, and recommendations as appropriate. On-Street Pay Parking Community Dialogue Project [Medium] Services Needed: a) Provide and apply specialized expertise, experience, and sensitivity in the complexities and nuances of introducing pay parking systems in an unbiased manner, to assist and support the special community dialogue project managed by staff. b) Assist staff in identifying crucial issues and details that need discussions. RFP 8049 New Downtown Plan Page 11 of 32 c) Consult with staff to create a comprehensive community outreach plan for the project. d) Collaborate with City communications and parking staff in writing content. e) Advise and comment on outreach materials such as an educational video, printed materials, online information, surveys, poster boards, and the like. f) Provide an objective, knowledgeable spokesperson to facilitate public discussions and/or speak at meetings. g) Collaborate with staff to summarize the community dialogue process and results in a way that is presentable to City Council. Staff will manage the outreach project and produce the materials. Arts and Culture [Low] Staff will lead development of plan materials for this topic area. Energy and Environment [Low] Staff will lead development of plan materials for this topic area. Downtown Management [Low] Services Needed: a) Collaborate with staff to identify issues and review existing practices with all entities involved. b) Provide specialized knowledge of successful Downtown management practices. c) Provide relevant examples and experience appropriate to local circumstances, to aid discussion of strategies and choices. d) Collaborate with staff to summarize the analysis and develop recommended solutions going forward. A number of stakeholders have a history of Downtown management which is expected to serve as a foundation for planning discussions. PROJECT MANAGEMENT Cameron Gloss, Planning Manager, will serve as the City of Fort Collins project manager for the plan update. Much of the coordination and public outreach work will be performed by City Planners: Seth Lorson, Rebecca Everette, and Clark Mapes. The Contractor will confer/meet with the project manager and/or staff regularly to review study progress, present working papers and study findings, and solicit direction. RFP 8049 New Downtown Plan Page 12 of 32 RELATED CONCURRENT PLANNING Coordination will occur with the concurrent Old Town Neighborhoods Plan (formerly Eastside and Westside plans). Downtown abuts the adjacent neighborhoods on its eastern and western edges, and the transition at the edges creates issues that will be addressed in both plans. Public outreach and discussion will be coordinated so that both plans incorporate the same vision and recommendations in a consistent manner as appropriate to each of the plans. Also, the pay parking community dialogue project will occur concurrently. Public outreach and discussion will be fully coordinated, with the Downtown Plan Contractor providing materials and presentations for the project. SCHEDULE The Downtown Plan update is scheduled to be completed and presented to City Council for adoption in June 2016. The anticipated schedule for task completion is as follows: RFP 8049 New Downtown Plan Page 13 of 32 2015 2016 TASK JAN FEB MAR APR MAY JUNE JULY AUG SEPT OCT NOV DEC JAN FEB MAR APR MAY JUNE WINTER SPRING SUMMER FALL WINTER SPRING PHASE 1: PROJECT INITIATION & ISSUE IDENTIFICATION Task 1: Review Existing Conditions and Plans Task 2: Define and Analyze Issues PHASE 2: VISIONING Task 3: Kick-Off Task 4: Visioning PHASE 3: CHOICES AND STRATEGIES Task 5: Evaluate Choices Task 6: Identify Strategies PHASE 4: PLAN DEVELOPMENT Task 7: Policies and Recommendations Task 8: Draft Plan PHASE 5: IMPLEMENTATION PLAN & ADOPTION Task 9: Implementation Action Plan Task 10: Plan Preparation & Adoption RFP 8049 New Downtown Plan Page 14 of 32 SCOPE OF WORK The following scope of work will be verified and adjusted with the Contractor, including assignment of responsibility for Deliverables between staff and Contractor. PHASE 1 -- PROJECT INITIATION AND ISSUE IDENTIFICATION (FEB – MAY 2015) Task 1: Define Parameters of Update Process This task will refine the project scope and schedule. a. Refine scope of work with detailed study tasks, roles and responsibilities, objectives, and deliverables b. Identify key stakeholders and collaborators and establish working groups. c. Define strategy to coordinate with relevant ongoing and recently completed studies, specifically the concurrent update of the Old Town Neighborhoods Plan and public engagement associated with on-street paid parking. d. Refine schedule to identify key milestones and deliverable due dates including visits to boards and commissions and City. e. Meet with key internal stakeholders to refine the project purpose and issues to be addressed. f. Develop the Public Involvement Plan to include stakeholder and public engagement using a range of techniques; public relations; and project branding; and to align and coordinate with the pay parking community dialogue project and Old Town Neighborhoods Plan. g. Create project website and initial branding materials h. Define roles and approach to coordination with other city departments, DDA, DBA, and CSU i. Sustainability Assessment for project initiation and schedule assessments throughout the update Deliverables: • Final Scope of Work & Schedule • Stakeholder Contact List • Public Engagement Plan • Website & Branding Materials • Sustainability Assessment Task 2: Existing Conditions and Issue Identification This task will provide a snapshot of the past and present conditions relevant to the new plan, and issues the plan needs to address. It will provide the basis for the development of a vision, strategies and choices to respond to the issues. a. Review existing plans to understand completed and outstanding action items, and obsolete and still-relevant vision and policy material: Downtown Plan (1989), Downtown Strategic Plan (2006), Downtown Civic Center Master Plan (1996), Parking Plan Fort Collins (2013) and other related plans. RFP 8049 New Downtown Plan Page 15 of 32 b. Identify existing conditions of the built and natural environment, and the social and economic climate. c. Interview stakeholders and Working Groups to review staff’s preliminary list of issues, identify any additional issues, and get a sense of priorities. Deliverables: • Plan Review Memo • Existing Conditions Report • Issues Summary PHASE 2 – VISIONING (APR – SEPT 2015) Task 3: Kick-off This task will provide a grand event to introduce the project to all stakeholders and the public. An interactive format will allow discussion of issues, background on best practices for thriving downtowns, and ideas for the new plan. a. Plan and host kick-off event, with associated public outreach. b. Make the new Downtown Plan project visible in and around Downtown with various engagement techniques that allow the public to provide input at their convenience and gather information for more formal events. c. Conduct Working Group meetings to begin analysis and discuss preliminary ideas in response to issues. Deliverables: • Public Outreach Materials • Public Outreach Summary • Working Group Materials Task 4: Visioning This task will develop preliminary vision statements responding to the issues in the various topic areas. The existing plan will be reviewed for aspects that are still valid and relevant. New vision statements will capture the imagination in text and graphics to reflect the desired character and future conditions of Downtown. a. Conduct interactive public events and outreach activities to gather input and ideas on the desired future. b. Conduct working Group meetings c. Create a 3D model of Downtown for use in conveying and exploring ideas about potential physical change and preservation. d. Develop vision statements with graphics and illustration as appropriate to convey the meaning. e. Review vision statements with interested parties and the public. Deliverables: • Public Outreach Materials • Public Outreach Summary RFP 8049 New Downtown Plan Page 16 of 32 • 3D Model of Downtown being created by City staff • Preliminary Vision Statements PHASE 3 – CHOICES AND STRATEGIES (AUG – DEC 2015) Tasks 5 and 6: Evaluate Choices and Identify Strategies This task will develop concepts and alternatives to address the issues and achieve the vision. The concepts will be evaluated using sustainability assessments, public outreach, and technical analyses. a. Conduct interactive public events and outreach activities to gather input on choices and strategies. b. Conduct Working Group meetings. c. Draft preliminary choices and strategies with accompanying explanation and graphics Deliverables: • Preliminary Choices and Strategies • Refined Choices and Strategies (based on public and stakeholder input) • Public Outreach Materials • Public Outreach Summary PHASE 4 – PLAN DEVELOPMENT (DEC 2015 – MAY 2016) Task 7: Policies and Recommendations This task will refine the strategies identified in Task 6 into policies and recommendations with an aim toward implementable outcomes. a. Refine and finalize vision statements to incorporate all information to date. b. Draft policies and recommendations for each topic area. c. Test and refine of policies and recommendations through stakeholder and public outreach. d. Conduct Working Group meetings. Deliverables: • Preliminary Policies and Recommendations • Refined Policies and Recommendations (based on public and stakeholder input) • Supporting Explanation and Graphics Task 8: Draft Plan This task will provide a draft plan for public review and will be presented City boards and commissions. a. Outline and mock up a layout for the draft plan. b. Develop text and graphic content for the draft plan. c. Public events and outreach to present the draft plan for review and comment. d. Present draft plan to boards, commissions, and stakeholders for review and comment. RFP 8049 New Downtown Plan Page 17 of 32 Deliverables: • Draft Plan • Public Outreach Materials • Public Outreach Summary PHASE 5 – IMPLEMENTATION PLAN AND ADOPTION (MAR – JUNE 2016) Task 9: Implementation Action Plan This task will provide an action plan for implementation of policies and will be created with Working Groups. It is important to coordinate this effort with all service providers and managers, such as City Utilities, DDA, and DBA, with an aim toward practical and incremental implementation. a. Develop implementation approaches and strategies. b. Develop prioritized list of short-, mid-, and long-term action items. c. Conduct Working Group meetings. d. Collaborate with all stakeholders as appropriate. Deliverables: • Implementation Approach • Action Item List Task 10: Plan Preparation and Adoption This task will provide a final draft of the new Downtown Plan to be presented to select City boards and commissions, and City Council for adoption. a. Finalize plan document. b. Present plan to relevant boards and commissions. c. Present plan to City Council for adoption. Deliverables: • Final Draft Plan (pre-adoption) • Presentation Materials • Final Plan (post-adoption) • Final Project Documents and Files BUDGET The total budget available for this project as described and outlined in the scope of work is approximately $150,000, of which approximately $20,000 is earmarked specifically for the on-street pay parking community dialogue project. RFP 8049 New Downtown Plan Page 18 of 32 GUIDING PLANS AND DOCUMENTS Existing plans and programs for Downtown contain a sound body of planning information, policy guidance, and implementation mechanisms for the preservation and betterment of Downtown. The following documents are directly relevant as foundational background for the new Downtown Plan: Downtown Plan (1989): http://www.fcgov.com/planning/pdf/downtown-plan- doc.pdf Downtown Strategic Plan (2006): http://www.fcgov.com/planning/pdf/dsp-doc.pdf Downtown Civic Center Master Plan (1996): http://www.fcgov.com/planning/pdf/downtown-civic-doc.pdf Other key documents for reference include: River Downtown Redevelopment (RDR) Design Guidelines (2013): http://www.fcgov.com/planning/pdf/ftc_riverdg_adoption_web.pdf Old Town Historic District Design Standards (2014): http://www.fcgov.com/planning/pdf/ftc_oldtown_final_july2014_low.pdf Parking Plan – Downtown and Surrounding Neighborhoods (2013): http://www.fcgov.com/planning/pdf/parking-plan.pdf Poudre River Downtown Master Plan (2014): http://www.fcgov.com/poudre- downtown/pdf/final-plan.pdf Downtown Wayfinding Sign System Schematic Design: http://www.fcgov.com/planning/pdf/downtown-sign-system-doc.pdf City Plan (2011): www.fcgov.com/planfortcollins/pdf/cityplan.pdf Transportation Master Plan (2011): www.fcgov.com/planfortcollins/pdf/tmp.pdf Pedestrian Plan (2011): http://www.fcgov.com/planfortcollins/pdf/ped-plan.pdf Bicycle Master Plan (2014): www.fcgov.com/bicycling/pdf/bike_plan-2008.pdf Transfort Strategic Plan (2009): www.fcgov.com/transfort/plan-index.php West Side Neighborhood Plan (1989): http://www.fcgov.com/planning/pdf/west- side-neighborhood-plan-doc.pdf East Side Neighborhood Plan (1986): http://www.fcgov.com/planning/pdf/east- side-neighborhood-plan-doc.pdf 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. RFP 8049 New Downtown Plan Page 19 of 32 2. Approach: Describe your recommended approach to achieve each of the tasks outlined in the Services Sought and Scope of Work sections 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 similar 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 project schedule showing key milestones, deliverable dates, proposed meeting dates for Working Group meetings, stakeholder meetings and public outreach activities, presentations to various boards and commissions and City Council. 6. Budget: Provide a proposed budget for the project that details by task line-item the number of hours planned including assigned personnel and hourly billing rates by discipline. The proposal should also itemize all anticipated sub-consultants. The budget should clearly itemize time required for meetings and project management. Also include anticipated reimbursable expenses and associated mark-up. 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. 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. RFP 8049 New Downtown Plan Page 20 of 32 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 Sustainability Does the firm demonstrate a commitment to Sustainability in both their project proposal and their day-to-day business operating processes and procedures? 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 8049 New Downtown Plan Page 21 of 32 REFERENCE EVALUATION The project manager will check references of the top rated Contractor 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 8049 New Downtown Plan Page 22 of 32 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 8049 New Downtown Plan Page 23 of 32 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 $1,000,000 combined single limits and errors RFP 8049 New Downtown Plan Page 24 of 32 and 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 8049 New Downtown Plan Page 25 of 32 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 8049 New Downtown Plan Page 26 of 32 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 the 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 the 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 8049 New Downtown Plan Page 27 of 32 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 RFP 8049 New Downtown Plan Page 28 of 32 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: 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. RFP 8049 New Downtown Plan Page 29 of 32 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. 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) pages, attached hereto and incorporated herein by this reference. RFP 8049 New Downtown Plan Page 30 of 32 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: _______________________________ CORPORATE PRESIDENT OR VICE PRESIDENT Date: _______________________________ RFP 8049 New Downtown Plan Page 31 of 32 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 $1,000,000 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 8049 New Downtown Plan Page 32 of 32 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.