HomeMy WebLinkAboutRFP - 9083 EQUITY METRICS AND DATA COLLECTIONRFP 9083 Equity Metrics and Data Collection Page 1 of 25
REQUEST FOR PROPOSAL
9083 EQUITY METRICS AND DATA COLLECTION
RFP DUE: 3:00 PM MST (our clock), February 24, 2020
The City of Fort Collins requests proposals from qualified vendors with experience collecting
race-based data across a wide spectrum of indicators, such as those related to social and
economic inclusion.
As part of the City’s commitment to Sustainable Purchasing, proposals should be submitted
online through the Rocky Mountain E-Purchasing System (RMEPS) at
http://www.bidnetdirect.com/colorado/city-of-fort-collins. Note: please ensure adequate time to
submit proposals through RMEPS. Proposals not submitted by the designated Opening Date
and Time will not be accepted by the system.
All questions should be submitted at any time, in writing via email, to Pat Johnson, CPPB,
Senior Buyer at pjohnson@fcgov.com. Final questions shall be submitted no later than 4:00
p.m. MT (our clock) on February 10, 2020. Please format your email to include: 9083 Equity
Metrics and Data Collection in the subject line. Respondent communication regarding the
proposal with other City personnel is prohibited and shall be grounds for disqualification.
Responses to all questions submitted before the deadline will be addressed in an addendum and
sent to you via email.
Rocky Mountain E-Purchasing System hosted by BidNet
A copy of the RFP may be obtained at http://www.bidnetdirect.com/colorado/city-of-fort-collins.
Prohibition of Unlawful Discrimination: The City of Fort Collins, in accordance with the
provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d-
4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any
contract entered into pursuant to this advertisement, disadvantaged business enterprises will be
afforded full and fair opportunity to submit bids in response to this invitation and will not be
discriminated against on the grounds of race, color, or national origin in consideration for an
award.
The City strictly prohibits unlawful discrimination based on an individual’s gender (regardless of
gender identity or gender expression), race, color, religion, creed, national origin, ancestry, age
40 years or older, marital status, disability, sexual orientation, genetic information, or other
characteristics protected by law. For the purpose of this policy “sexual orientation” means a
person’s actual or perceived orientation toward heterosexuality, homosexuality, and bisexuality.
The City also strictly prohibits unlawful harassment in the workplace, including sexual
harassment. Further, the City strictly prohibits unlawful retaliation against a person who
engages in protected activity. Protected activity includes an employee complaining that he or
she has been discriminated against in violation of the above policy or participating in an
employment discrimination proceeding.
The City requires its vendors to comply with the City’s policy for equal employment opportunity
and to prohibit unlawful discrimination, harassment and retaliation. This requirement applies to
all third-party vendors and their subcontractors at every tier.
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 9083 Equity Metrics and Data Collection Page 2 of 25
Public Viewing Copy: The City is a governmental entity subject to the Colorado Open Records
Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject
to public disclosure by the City pursuant to CORA and City ordinances. Vendors may submit
one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version
of the proposal, the Vendor may redact text and/or data that it deems confidential or proprietary
pursuant to CORA. Such statement does not necessarily exempt such documentation from
public disclosure if required by CORA, by order of a court of appropriate jurisdiction, or other
applicable law. Generally, under CORA trade secrets, confidential commercial and financial
data information is not required to be disclosed by the City. Proposals may not be marked
“Confidential” or ‘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. Please
do not submit with your proposal.
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.
Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow
other state and local governmental agencies, political subdivisions, and/or school districts to
utilize the resulting award under all terms and conditions specified and upon agreement by all
parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in
the current term or in any future terms.
The selected Vendor shall be expected to sign the City’s standard Agreement prior to
commencing Services (see sample attached to this Proposal).
Sincerely,
Gerry Paul
Purchasing Director
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I. BACKGROUND, OBJECTIVE, GOALS & CITY DEFINITIONS
A. Objective
The City of Fort Collins requests proposals from qualified vendors with experience
collecting race-based data across a wide spectrum of indicators, such as those related
to social and economic inclusion.
Vendor will also conduct a gap analysis to assess the City’s capacity for addressing
inequities uncovered during the data collection process, and work with internal and
external stakeholders to develop equity indicators that enable the City to monitor and
share progress.
B. Background
While the City has been actively engaged in advancing equitable outcomes for all who
live in Fort Collins, it has become increasingly apparent efforts would be strengthened by
having an established baseline of current inequities existing in Fort Collins as well as the
organization’s capacity to address them. The City’s guiding principle of “equity for all,
leading with race” necessitates data be disaggregated by race, but also recognizes a
need to collect data pertaining to multiple dimensions of diversity.
Data from City Plan’s Trends and Forces Report, the City’s annual Community Survey,
Poudre School District and other sources indicate there are disparities in outcomes and
experiences among Fort Collins’ residents. While the City has had some success
embedding equity into its procedures, planning and programs, more data collection with
external expertise is needed to fully understand disparities in our community that can
impact an individual or family’s ability to thrive so we can more effectively advance
equitable outcomes for all.
Municipal jurisdictions such as Saint Louis, Oakland, Tacoma and Asheville that have
successfully mitigated barriers to equity and inclusion utilize a data-informed approach to
help guide their focus areas and craft equity goals. Data collected and analyzed will be
used to inform the City’s efforts going forward and, at a future date, to create an equity
dashboard for transparency and to track progress on goals.
The City views this RFP as a critical step to developing a comprehensive understanding
of existing inequities in Fort Collins so the organization can better prioritize ongoing
efforts.
C. Goals
CityPlan, adopted in spring of 2019, is a community-led visioning document guided by
equity and inclusion principles. In addition, the City's strategic plan has three objectives
for equity and inclusion:
• Neighborhood Livability and Social Health 1.3: Improve accessibility to City and
community programs and services to low- and moderate-income populations.
• Neighborhood Livability and Social Health 1.4: Co-create a more inclusive and
equitable community that promotes unity and honors diversity.
• High Performing Government 7.3: Broaden methods of community engagement
with additional consideration to diverse backgrounds, languages and needs.
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The Social Sustainability Department serves as the equity perspective of the Triple
Bottom Line approach to government. The main objectives of the department's strategic
focus on Equity and Inclusion are:
• Expand the City's diversity, inclusion and equity goals
• Support programs that enable all residents to have equal access to meet basic
needs
• Promote and maintain a welcoming, inclusive community where people feel
connected
The goals of the equity metrics and data collection effort are:
1. To better understand how Fort Collins’ residents experience the community as
correlated to their identities by collecting community-wide data along various
indicators such as mental health, educational attainment, employment,
affordability, criminal justice, access to City services and current infrastructure
gaps (e.g. parks, sidewalks, recreation centers, natural areas) and more.
2. To better understand outcome gap in the City’s own service delivery.
3. To obtain data sets disaggregated by racial and other marginalized identities to
better understand how identity impacts a person’s ability to thrive in Fort Collins.
4. To better understand the City’s internal capacity for addressing inequities
uncovered in the process through a gap analysis.
5. The development of equity indicators that can be transparently shared and
enable the organization to track progress advancing equitable outcomes and are
created in conjunction with internal and external stakeholders.
6. The project work aligns to the following data collection framework:
i. Inclusive data collection (all people)
ii. Analysis methods that embrace anecdotal evidence (especially within
small groups)
iii. Transparently communicates the intention, process and feedback loops
of the effort
iv. Measures are taken to ensure the stories told from the data collected are
accurate to the demographic and honor individual agency relative to
emergent themes (asset-based)
v. Community is engaged and collaborated with throughout the process
D. City Definition of Key Terms and Strategic Alignment:
1. The City defines equity as both a process and an outcome:
i. Policies, tools and programs that ensure equal access; community
engagement throughout data analysis stage and development of
mitigation strategies
ii. Equity is achieved once a person’s identity or identities is no longer
predicting outcome.
2. Inclusion: an intention or policy of including people who might otherwise be
excluded or marginalized based on ethnicity, familial status, gender identity,
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age, marital status, national origin, geographic background, race, religious and
spiritual beliefs, sexual orientation, socioeconomic status, disability, veteran
status, and more.
3. Equitable Service Delivery: The City strives to provide equitable service delivery
to all community members and recognizes individuals or communities may need
different levels of support to gain equitable outcomes.
4. Interpersonal racism: 1:1 interactions that can negatively impact a person of
color’s experience if bias, prejudice or discrimination is present.
5. Institutional Racism: Policies, practices, and programs that, most often
unintentionally and unconsciously, work to the benefit of white people and the
detriment of people of color.
6. Systemic Racism: The various policies, practices and programs of differing
institutions within a community that can lead to adverse outcomes for
communities of color compared to white communities.
II. SCOPE OF PROPOSAL
A. Overview
The selected vendor will collect data that speaks to community-wide outcomes as well
as any disparities within the City’s service delivery. Data will be disaggregated by race to
determine any disparities people of color in particular are experiencing. A final report will
be crafted detailing existing disparities/inequities. Vendor will also develop key equity
indicators the City can use to track ongoing progress mitigating those inequities.
The data collection and indicator development work will be managed by the selected
vendor, who will work with internal staff and community members throughout the
process.
The vendor will demonstrate cultural proficiency with engaging diverse and
representative internal/external stakeholders to cultivate an inclusive and equitable
process.
Community members will be involved every step of the way in a variety of non-traditional
methods (such as focus groups, meetings in places of trust and safety, etc.), from
helping select which data sets to include, to the analysis subsequently performed and
development of equity indicators.
Vendor will also have experience employing an ethical approach to data governance,
including collection, usage and storage, and proficiency ensuring the process does
not inadvertently perpetuate further inequities.
B. Task 1: Project Initiation
Task 1.1: Project Initiation
Review the scope of work, timeline for completion, identify major issues to be addressed
in the project, identify which previous efforts and studies contain information relevant to
this project, and identify points of City staff contact, as well as begin to list out
stakeholders, individuals and organizations, that should be engaged throughout the
process.
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Task 1.2: Background Research
Identify what data has already been collected, both at the City and by community groups
and other Fort Collins institutions. Where gaps in data exist, identify new data sources.
Craft potential framework for ethical data collection, storage, usage, and analysis.
Task 1.3: Stakeholder Engagement
Using a stakeholder mapping framework that highlights differing levels of influence and
impact, identify inclusive engagement processes for community member participation in
the following key processes:
• Data collection process and framework;
• Identification of which data sets to collect;
• Framework for data analysis;
• Development of equity indicators
C. Task 2: Compile Data and Disaggregate by Race and Other Marginalized Identities
Compile and disaggregate by race comprehensive data sets across various equity
indicators, including but not limited to:
• Mental health burden
• Education
• Economic opportunity and inclusion
• Social inclusion and belonging
• Environmental justice
• Affordability (including housing stability and attainment)
• Criminal justice
• Accessibility
• City Services
Task 2.1: Analyze Data Sets to Determine Equitability of Experience
Analyze collected data to determine any existing inequities or disparities of community
experience.
Task 2.2: Perform Gap Analysis
Perform gap analysis to ascertain the City’s internal capacity to address any inequities
that are uncovered.
Task 2.3: Draft Final Report
Draft a preliminary report early in the process documenting findings of data, gap
analysis, and present to City staff. The final report will include methodology, framework,
and record of public engagement methods and results.
D. Task 3: Develop Equity Indicators
Draft a list of equity indicators the City should track to monitor progress based on
emergent themes from data collection process and what community has expressed an
interest in tracking.
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E. Deliverables/Milestones
Deliverables/Milestones include, but may not be limited to: data collection
(disaggregated by race and other marginalized identities); meetings; analysis of data;
preliminary report; gaps analysis; final report
F. Key Areas of Responsibility
City staff, including an internal equity team, will work with consultant at various touchpoints
along the way to help advise on matters related to equitable data collection and
engagement, as well as to provide overall perspective on project goals. The consultant is
responsible for all deliverables listed in Section E.
G. Minimum Qualifications
The selected vendor will have experience collecting data used to inform large-scale
efforts to advance equity and inclusion for a local government entity and disaggregating
that data by race and other marginalized identities.
The vendor will have a proven record of inclusive public engagement that includes
successful strategies for navigating between a government entity actively working to
strengthen mutual trust between itself and historically underrepresented populations.
The vendor will have experience performing a gap analysis similar in scope.
The vendor will demonstrate proficiency in equity, inclusion and diversity frameworks,
learnings, and concepts, including the historical impacts of systemic and institutional
racism and or/oppression.
H. Anticipated Schedule
The following represents the City’s target schedule for the RFP. The City reserves the
right to amend the target schedule at any time.
• RFP issuance: January 28, 2020
• Question deadline: 4:00 PM MST on February 10, 2020
• Proposal due date: 3:00 MST (our clock) on February 24, 2020
• Interviews (tentative): Week of March 9, 2020
The data collection effort is expected to start in quarter one of 2020, with final report and
indicator development accomplished in quarter three of same year.
I. Budget
The budget for this proposal is limited to a maximum of $80,000, therefore Vendors are
invited to submit proposals with the tasks prioritized to aid the City in working together with
the selected firm to identify and implement core tasks within the budget available for this
project.
J. Interviews
In addition to submitting a written proposal, the top-rated Vendors may be interviewed by
the RFP assessment team and asked to participate in an oral presentation to provide an
overview of the company, approach to the project and to address questions. The
RFP 9083 Equity Metrics and Data Collection Page 8 of 25
evaluation criteria for the oral interviews will be the same as the criteria for the written
evaluations and is included in Section IV.
K. Travel & Expenses
Vendors are to provide a list of fees for reimbursable expenses. Reasonable expenses
will be reimbursable per the current rates found at www.gsa.gov.
L. Subcontractors
Vendors will be responsible for identifying any subcontractors in their proposal. Please
note that the City will contract solely with the awarded Vendor; therefore subcontractors
will be the responsibility of the Vendor.
M. Fees, Licenses, Permits
The successful Vendor shall be responsible for obtaining any necessary licenses, fees or
permits without additional expense to the City. All equipment shall be properly licensed
and insured, carry the appropriate permits and be placarded as required by law.
N. Laws and Regulations
The Vendor agrees to comply fully with all applicable local, State of Colorado and Federal
laws and regulations and municipal ordinances.
O. Invoicing and Payment
Invoices should be emailed monthly to invoices@fcgov.com with a copy to the Project
Manager. The cost of the work completed shall be paid to the Vendor each month following
the submittal of a correct invoice by the Vendor indicating the project name, Purchase
Order number, task description, hours worked, personnel/work type category, hourly rate
for each employee/work type category, date of the work performed specific to the task,
percentage of that work that has been completed by task, 3rd party supporting
documentation with the same detail and a brief progress report.
Payments will be made using the prices listed on the agreed-to Price Schedule. In the
event a service is requested which is not listed on the Price Schedule, the Vendor and the
City will negotiate an appropriate unit price for the service prior to Consultant initiating
such work.
The City pays invoices on Net 30 terms.
III. PROPOSAL SUBMITTAL
Please limit the total length of your proposal to a maximum of ten (10) double sided or twenty
(20) single sided 8 ½ x 11” pages (excluding cover pages, table of contents, dividers and
Vendor Statement form). Font shall be a minimum of 10 Arial and margins are limited to no
less than .5” for sides and top/bottom. Extended page sizes, such as 11” x 17”, count as a
single page. Please, no embedded documents. Proposals that do not conform to these
requirements may be rejected.
For this section, Vendors are required to provide detailed written responses to the following
items in the order outlined below. The responses shall be considered technical offers of what
Vendors propose to provide and shall be incorporated in the contract award as deemed
appropriate by the City. A proposal that does not include all the information required may be
deemed non-responsive and subject to rejection.
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Responses must include all the items in the order listed below. It is suggested that the Vendors
include each of the City’s questions with their response immediately following the question.
The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and
presentation of their proposal.
A. Cover Letter / Executive Summary
The Executive Summary should highlight the content of the proposal and features of the
program offered and any unique aspects or benefits provided by your firm.
Indicate your availability to participate in the interviews/demonstrations on the proposed
dates as stated in the Schedule section.
Please also confirm the firm’s commitment to complete the project by August of 2020.
B. Vendor Information
1. Describe the Vendor’s business and background
2. Number of years in the business
3. Details about ownership
4. An overview of services offered and qualifications
5. Size of the firm
6. Location(s) of offices. If multiple, please identify which will be the primary for our
account.
7. Primary contact information for the company including contact name(s) and title(s),
mailing address(s), phone number(s), and email address(s). Complete Section V,
Vendor Statement.
C. Scope of Proposal
1. Provide a detailed narrative of the services proposed if awarded the contract per the
information above. The narrative should include any options that may be beneficial
for the City to consider.
2. Describe how the project would be managed and who would have primary
responsibility for its timely and professional completion. Include a description
regarding how the analysis will be performed for the various identified areas
identified, the methods and assumptions used, and the limitations of the analysis.
3. Describe the methods and timeline of communication your firm will use with the
City’s Project Manager and other parties.
4. Include a description of the software and other analysis tools to be used.
5. Identify what portion of work, if any, may be subcontracted.
6. Can the work be completed in the necessary timeframe, with target start and
completion dates met?
7. Provide an outline of the schedule for completing tasks. Include deliverable
milestones.
8. Describe the Consultant’s methods and technical tools used to reach and include
citizens.
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9. Provide documentation that shows a clear methodology and framework for the data
collection effort.
10. Illustrate a clear framework to ensure engagement efforts are equitable and
inclusive.
D. Firm Capability
Provide relevant information regarding previous experience related to this or similar
Projects, to include the following:
1. Provide an Organization Chart/Proposed Project Team: An organization chart
containing the names of all key personnel and sub consultants with titles and their
specific task assignment for this Agreement shall be provided in this section.
2. A list of qualifications for your firm and qualifications and experience of the specific
staff members proposed to perform the consulting services described above.
3. Provide a minimum of three similar projects with public agencies in the last 5 years
that have involved the staff proposed to work on this project. Include the owner’s
name, title of project, beginning price, ending price, contact name, email and phone
number, sub-consultants on the team and a brief description of the work and any
change orders.
4. Provide examples of at least two projects where you’ve worked with your sub-
consultants. List the sub-consultant firm(s) for this Agreement, their area(s) of
expertise, and include all other applicable information herein requested for each sub-
consultant. Identify what portion of work, if any, may be sub-contracted.
5. References (current contact name, current telephone number and email address)
from at least two similar projects with similar requirements that have been completed
within the past five (5) years and that have involved the staff proposed to work on
this project. Provide a description of the work performed. The Consultant authorizes
City to verify any and all information contained in the Consultant’s submittal from
references contained herein and hereby releases all those concerned providing
information as a reference from any liability in connection with any information they
give.
E. Assigned Personnel
Provide relevant information regarding previous Vendor team member’s experience
related to similar Projects, to include the following:
1. List of Project Personnel: This list should include the identification of the contact
person with primary responsibility for this Agreement, the personnel proposed for this
Agreement, and any supervisory personnel, including partners and/or sub
consultants, and their individual areas of responsibility.
2. A resume for each professional and technical person assigned to the Agreement,
including partners and/or sub consultants, shall be submitted. The résumés shall
include at least three individual references from previous assignments. Please limit
resumes to one page.
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3. Some functions of this project may require the use of sub-consultants. If you intend
to utilize sub-consultants you must list each and provide resumes for their key
personnel.
4. Describe the availability of project personnel to participate in this project in the
context of the vendor’s other commitments.
5. Describe the diversity of your workforce, and the workforce of any intended
subcontractors, including within positions of leadership.
6. How do your firm’s employees, and those of any subcontractors, demonstrate
proficiency in equity, inclusion and diversity?
F. Sustainability/TBL Methodology
In concise terms (no more than two pages), please describe how your organization strives
to be sustainable. Address how your firm incorporates Triple Bottom Line (TBL) into the
workplace. See Section IV: Review and Assessment for additional information.
If possible, please highlight areas of opportunity in the project where sustainability could
be applied and/or improved.
G. Cost and Work Hours
In your response to this proposal, please provide the following:
1. Estimated Hours by Task: Provide estimated hours for each proposed task by job
title and employee name, including the time required for meetings, conference calls,
etc.
2. Cost by Task: Provide the cost of each task identified in the Scope of Proposal
section detailed by employee/job position and number of hours. Provide a total not to
exceed figure for the Scope of Proposal. Price all additional services/deliverables
separately.
3. Schedule of Rates: Provide a schedule of billing rates by category of employee and
job title to be used during the term of the Agreement. This fee schedule will be firm
for at least one (1) year from the date of the Agreement. The fee schedule will be
used as a basis for determining fees should additional services be necessary.
Include a per meeting rate in the event additional meetings are needed. A fee
schedule for sub-consultants, if used, shall be included.
4. All direct costs (i.e., travel, printing, postage, etc.) specifically attributed to the project
and not included in the billing rates must be identified. Reasonable travel expenses
will be reimbursable per the current rates found at www.gsa.gov. Vendor will be
required to provide original receipts to the City for all travel expenses.
H. Additional Information
Provide any information that distinguishes Vendor from its competition and any additional
information applicable to this RFP that might be valuable in assessing Vendor’s proposal.
Explain any concerns Vendor may have in maintaining objectivity in recommending the
best solution. All potential conflicts of interest must be disclosed.
Exceptions to the Scope of Services and City Agreement (a sample of which is
attached in Section VI) shall be documented.
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IV. REVIEW AND ASSESSMENT CRITERIA
A. Proposal and Interview Criteria
Vendors will be evaluated on the following criteria. These criteria will be the basis for
review and assessment of the written proposals and optional interview session. At the
discretion of the City, interviews of the top-rated Vendors may be conducted.
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 address all elements of the
RFP? Does the proposal show an
understanding of the project objectives,
methodology to be used and results/outcomes
required by the project? Are there any
exceptions to the specifications, Scope of Work,
or agreement? 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? Does the proposal
include an equitable framework/methodology for
the data collection process? Does the proposal
include strategies for equitable and inclusive
engagement practices?
2.0 Firm Capability
Does the firm have the resources, financial
strength, capacity and support capabilities
required to successfully complete the project on-
time and in-budget? Has the firm successfully
completed previous projects of this type and
scope?
2.0 Assigned Personnel
Do the persons who will be working on the
project have the necessary skills and
qualifications? Do the persons assigned to the
tasks have demonstrable proficiency in issues
related to equity, inclusion and diversity? Are
they able to engage with community in a
culturally competent and thoughtful manner?
Does the firm employ a diverse workforce? If
applicable, does the firm maintain a diverse
supplier pipeline or sub-contractors? Are
sufficient people of the requisite skills and
qualifications assigned to the project?
1.0
Sustainability/TBL
Methodology
Does the firm demonstrate a commitment to
Sustainability and incorporate Triple Bottom Line
methodology in both their Scope of Work for the
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project, and their day-to-day business operating
processes and procedures?
2.0 Cost & Work Hours
Does the proposal included detailed cost break-
down for each cost element as applicable and
are the line-item costs competitive? 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 by each project task or phase?
Definitions
Sustainable Purchasing is a process for selecting products or services that have a lesser
or reduced negative effect on human health and the environment when compared with
competing products or services that serve the same purpose. This process is also known
as “Environmentally Preferable Purchasing” (EPP), or “Green Purchasing”.
The Triple Bottom Line (TBL) is an accounting framework that incorporates three
dimensions of performance: economic, or financial; environmental, and social. The
generally accepted definition for TBL is that it “captures the essence of sustainability by
measuring the impact of an organization’s activities on the world…including both its
profitability and shareholders values and its social, human, and environmental capital.”
B. Reference Evaluation Criteria
Prior to award, the Project Manager will check references using the following criteria.
Negative responses from references may impact the award determination.
CRITERIA STANDARD QUESTIONS
Overall Performance
Would you hire this Vendor 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 Vendor responsive to client needs; did the
Vendor anticipate problems? Were problems solved
quickly and effectively?
Budget
Was the original Scope of Work completed within the
project budget?
Job Knowledge
If a study, did it meet the Scope of Work?
If Vendor administered a construction contract, was
the project functional upon completion and did it
operate properly? Were problems corrected quickly
and effectively?
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V. VENDOR STATEMENT
Vendor hereby acknowledges receipt of the City of Fort Collins Request for Proposal and
acknowledges that it has read and agrees to be fully bound by all of the terms, conditions and
other provisions set forth in the RFP. Additionally, Vendor hereby makes the following
representations to City:
a. All of the statements and representations made in this proposal are true to the best of the
Vendor’s knowledge and belief.
b. Vendor commits that it is able to meet the terms provided in this proposal.
c. This proposal is a firm and binding offer, for a period of 90 days from the date hereof.
d. Vendor further agrees that the method of award is acceptable.
e. Vendor also agrees to complete the proposed Agreement with the City of Fort Collins
within 30 days of notice of award. If contract is not completed and signed within 30 days,
City reserves the right to cancel and award to the next highest rated firm.
f. Vendor acknowledge receipt of addenda.
Legal Firm Name:
Physical Address:
Remit to Address:
Phone:
Name of Authorized Agent of Firm:
Signature of Authorized Agent:
Primary Contact for Project:
Title: Email Address:
Phone: Cell Phone:
NOTE: VENDOR STATEMENT IS TO BE SIGNED & RETURNED WITH YOUR PROPOSAL.
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VI. SAMPLE AGREEMENT (FOR REFERENCE ONLY – DO NOT SIGN )
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 "Service Provider".
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 Service Provider agrees to provide services in accordance with the
scope of services attached hereto as Exhibit A, consisting of ( ) page(s) and
incorporated herein by this reference. Irrespective of references in Exhibit A to certain
named third parties, Service Provider 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 ,
consisting of ( ) page(s), and incorporated herein by this reference.
3. Time of Commencement and Completion of Services. The services to be performed
pursuant to this Agreement shall be initiated within ( ) days following execution
of this Agreement. Services shall be completed no later than . Time is of the essence.
Any extensions of the time limit set forth above must be agreed upon in a writing signed by
the parties.
4. Contract Period. This Agreement shall commence , 20 , and shall continue in
full force and effect until , 20 , unless sooner terminated as herein provided. In
addition, at the option of the City, the Agreement may be extended for additional one year
periods not to exceed ( ) additional one year periods. Renewals and pricing
changes shall be negotiated by and agreed to by both parties. Written notice of renewal
shall be provided to the Service Provider and mailed no later than thirty (30) days prior to
contract end.
5. Delay. If either party is prevented in whole or in part from performing its obligations by
unforeseeable causes beyond its reasonable control and without its fault or negligence, then
the party so prevented shall be excused from whatever performance is prevented by such
cause. To the extent that the performance is actually prevented, the Service Provider must
provide written notice to the City of such condition within fifteen (15) days from the onset of
such condition.
6. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the
City may terminate this Agreement at any time without cause by providing written notice of
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termination to the Service Provider. 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:
Service Provider: 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 early termination by the City, the Service Provider shall be paid for services
rendered to the date of termination, subject only to the satisfactory performance of the
Service Provider's obligations under this Agreement. Such payment shall be the Service
Provider's sole right and remedy for such termination.
7. Contract Sum. The City shall pay the Service Provider for the performance of this Contract,
subject to additions and deletions provided herein, ($ ) as per the attached
Exhibit , consisting of page(s), and incorporated herein by this reference.
8. City Representative. The City will designate, prior to commencement of the work, its
representative who shall make, within the scope of his or her authority, all necessary and
proper decisions with reference to the services provided under this agreement. All requests
concerning this agreement shall be directed to the City Representative.
9. Independent Service provider. The services to be performed by Service Provider are those
of an independent service provider and not of an employee of the City of Fort Collins. The
City shall not be responsible for withholding any portion of Service Provider's compensation
hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or
for any other purpose.
10. Subcontractors. Service Provider 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 Service
Provider.
11. Personal Services. It is understood that the City enters into the Agreement based on the
special abilities of the Service Provider and that this Agreement shall be considered as an
agreement for personal services. Accordingly, the Service Provider shall neither assign any