HomeMy WebLinkAboutRFP - 8333 UTILITIES RECORDS MANAGEMENT (2)8333 Utilities Records Management Consulting Services Page 1 of 24
REQUEST FOR PROPOSALS
8333 UTILITIES RECORDS MANAGEMENT CONSULTING SERVICES
The City of Fort Collins is requesting proposals from qualified firms to provide specific records
management consulting services for the Utilities service area. As part of the City’s
commitment to Sustainable Purchasing, proposal submission via email is preferred.
Proposals shall be submitted in a single Microsoft Word or PDF file under 20MB 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),
July 11, 2016 and referenced as Proposal No. 8333. 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 Robin Pierce at (970) 221-
6702 or rpierce@fcgov.com .
Questions regarding bid submittal or process should be directed to Ed Bonnette,
CPPB, CPM, Senior Buyer at (970) 416-2247 or ebonnette@fcgov.com .
All questions must be submitted in writing via email to Robin Pierce, with a copy to Ed
Bonnette no later than 5:00 PM our clock on June 24, 2016. 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
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
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Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at
www.fcgov.com/purchasing under Vendor Reference Documents.
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.
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 contract without
revision prior to commencing Services (see sample attached to this Proposal).
Sincerely,
Gerry S. Paul
Purchasing Director
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I. BACKGROUND AND PURPOSE
The City of Fort Collins Utilities (“City”) is a municipal enterprise utility provider to the citizens of
Fort Collins for Light and Power, Water, Wastewater and Stormwater utility services. This
Request For Proposal (RFP) is issued by City to secure records management consulting
services relating to strategic advancement of the Utilities Records Management Program as
detailed under Goals of the Utilities Records Management Program. The Utilities Executive
Director has directed the Utilities organization to achieve greater penetration in digitizing our
paper environment and accomplishing some other key goals to expand the effectiveness and
visibility of our Records Management Program. Due to our very lean records staffing level, we
are in need of assistance from consultants to complete a comprehensive assessment of records
and non-record documents (“documents”) within their environments and offer recommendations
as to which collections should be prioritized for digitization, among other goals of the
engagement as described under Goals of the Utilities Records Management Program. The
primary services being sought center around the need for the City Utility to gain a workable
understanding of our Utility-wide records and documents collections and environments via the
completion of a comprehensive assessment.
Current State: Certain fundamental components of records management programming are in
place in Utilities, i.e. a Records Management policy, an Authorization to Destruct Records
approval process, a comprehensive retention schedule*, “pre-populated” records inventory
spreadsheets for approximately 26 functional work groups in Utilities (need to be validated by
discussions with these groups), a Citywide electronic document management system (SIRE),
and a limited scanning and indexing program which focuses primarily on “brownfields” and
some “greenfields” digitizing of permanent records for a limited number of groups. Our current
Utilities records staff consists of one full-time Records Management Coordinator (“Coordinator”)
who manages a collection of paper records (primarily belonging to the Stormwater, Floodplain
Administration, Master Planning, Capital Projects, Environmental Regulatory Affairs and Water
Resources groups) within a file classification system in the Central Records Office, as well as
manages electronic collections of records in the current electronic document management
system (SIRE). The Central Records Office does not serve as the file location for the vast
majority of Utilities’ work groups. This position is also our only consistent resource to manage
production of scanning and indexing projects (scanning/indexing 30,343 total pages in 2015),
and serves as the first point of contact and ongoing resource to groups who are working on
digitizing projects, among other aspects of the Coordinator’s role. We do not anticipate
approval to add any additional records staff positions in Utilities in the coming years due to a
stringent and highly competitive budgeting process at the City. The Coordinator is a direct
report to the Utilities Administrative Services Supervisor whose primary role is to provide
executive-level assistance to the Utilities Executive Director with very limited bandwidth to
devote to expanding the Records Management Program.
*Utilities is the only City service area to adopt the Colorado Municipal Records Retention
Schedule (CMRRS). The remainder of the City follows a retention schedule developed by the
City Clerk. The CMRRS is updated by representatives from participating municipalities across
Colorado. The Utilities coordinator and supervisor selectively participate with this group on a
limited basis when the group is reviewing sections most pertinent to concerns of Utilities.
Utilities has a guiding Records Management policy that applies to all records and documents,
regardless of format (paper, digital, various media sources, etc.). We currently have three
scanning stations at only one of our sites outfitted with large format and regular format
scanners, and we are required to use the City’s current enterprise solution – SIRE – as our
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Electronic Document Management System. We are currently using it as a repository for records
and documents of enduring business value only (i.e., executed contracts and agreements; other
specific records collections) to Utilities. The vast majority of Utilities records/documents are still
housed in a network shared drive and paper files. There are currently nine SIRE cabinets in
place and populated (or in the process of being populated). SIRE has been purchased by
OnBase; therefore, the City’s IT department is going out to bid for a new EDMS system and
plans to have a vendor selected by end of 2016, with implementation planned for late 2017/early
2018. Physical space is very constrained to devote to any additional scanning workstations that
would involve large format scanning; space can be constrained even when providing a
workstation for an additional worker.
Utilities currently has approximately 420 full-time employees across four service units and three
departments. Service units include Light and Power, Water Resources and Treatment, Water
Engineering and Field Services, and Customer Connections. Departments include Strategic
Finance, Electric Field Services (a sub-set of Light and Power), and Utilities Safety and
Security. We currently operate at five sites: the Utilities Service Center at 700 Wood Street; the
Water Treatment Plant at 4316 W. Laporte Avenue; the Drake Water Reclamation Facility at
3036 Environmental Drive; the Mulberry Water Reclamation Facility (an unmanned location) at
918 E. Mulberry Street; and Customer Connections located at 117 N. Mason Street, with
Customer Connections staff temporarily located at two short-term swing space facilities at 200
and 212 W. Mountain Avenue. In late September 2016, the entire Customer Connections group
and the Utilities Executive Director’s office will relocate to a new building at 222 W. Laporte
Avenue. At the time of this relocation, all records and documents for these groups will be
moved from their previous locations to the new location.
Our understanding is that our current operating environment includes the following repositories:
multiple shared network drives (off-sites having their own drives in addition to accessing our
primary Utilities drive), user drives, Outlook email, SharePoint Foundations 2010, SIRE, and
various systems such as our Customer Information System (CIS), LIMS, Maximo Asset
Management System, DocuSign, a Utilities Wiki (used by limited groups; duplicates information
that is kept in other repositories), a Utilities intranet page and an internet page for customers on
fcgov.com. None of our Utilities groups practice formal management of non-active records to
on-site or offsite storage facilities but manage inactive records in on-site storage areas with
some type of labeling (mostly content descriptors; very few make note of destruction dates
actually on the boxes).
Goals of the Utilities Records Management Program:
It is the intent of Utilities to maintain a Utility-wide Records Management Program, in as
effective, efficient, approachable (for staff) and cost-effective manner as possible to accomplish
the following:
Guidance as to the systematic retention and destruction of Utilities’ records according to
the CMRRS and assure that records outside of their retention period are reviewed for
destruction and/or destroyed on a timely basis.
Guidance as to proper lifecycle management of controlled operational non-record
documents in a manner that aligns with ISO management systems and other continuous
improvement frameworks.
Assure the Utilities’ compliance with the Colorado Open Records Act and the City of Fort
Collins Administrative Policy, “Preserving Documents in Anticipation of Litigation”.
Protect essential records of importance to Utilities in disaster recovery and continuity of
operations.
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Continually mature in our alignment with ARMA’s* Generally Accepted Recordkeeping
Principles (“the Principles”) (refer to http://www.arma.org/docs/sharepoint-roadshow/the-
principles_executive-summaries_final.doc)
Provide staff with an appropriate level of training regarding the program and raise staff
awareness as to their responsibilities in the everyday management of records and
document collections, destruction processes, etc.
Improve staff efficiency and effectiveness with access to well-organized, valuable
important necessary to conduct the business of Utilities.
Achieve those realistic components of the Program that are most important to the needs
of the City Utility first, realizing that some components may not be implemented or
optimized for quite some time, given resource and budget constraints.
Forward progress to date includes:
Adoption of the Colorado Municipal Records Retention Schedule (CMRRS) (November
2010)
Establishment of a Records Management policy (May 2011)
Basic records management training conducted for all Utilities employees (May 2011; no
ongoing component)
Utilities contracts/agreements “rounded up” and scanned into the Executive Director’s
SIRE cabinet (2011; ongoing)
Records Management Committee established with representation from most every
Utilities area (2011; not maintained currently)
Established a process to authorize destruction of records via approvals from the records
custodian, Records Management Coordinator and the City Attorney’s Office (January
2012)
Developed general Utilities indexing standards (solely for use by groups entering records
into SIRE; standards do not apply to file naming standards in other environments)
(February 2013)
Created preliminary records inventory spreadsheets for approximately 26 functional work
groups based on the CMRRS (vast majority not yet validated by discussions with these
groups) (June 2013)
List of Utilities records categories with permanent retention, based upon CMRRS
Limited “brownfields” and “greenfields” scanning and indexing, focusing on a limited
number of groups who have gone through the SIRE cabinet creation process and have
permanent records in their collections or records of historical significance
Executive Director support for the effort established (though senior team awareness and
engagement is lacking)
*ARMA = the Association of Records Managers and Administrators
II. SCOPE OF PROPOSAL
The project will cover all records and documents, regardless of format, kept by Utilities including
records and documents in storage considered to be in an inactive state.
A. Scope of Work
Task 1: Comprehensive Records Assessment: Accomplish through interviews with
records custodians and other key staff from up to 40 functional work groups within
Utilities. Following execution of a Confidentiality Agreement, consultant will be granted access
to physical and digital records and documents considered to be non-records (examples might
include drafts, worksheets, routine memos, convenience copies and any documents that have
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no retention value) in order to validate information given during interviews and to estimate
volumes of records collections in each environment. Some of our work groups have achieved
ISO 14001 certification, and as this work is conducted with those groups, ISO 14001
principles/requirements for alignment may be raised.
Throughout the Records Assessment phase, consultant will collect data necessary to
provide:
a) “Current state” information roadmap:
a.1) Systems and repositories where information is stored;
a.2) Identify “owner” group for each system/repository;
a.3) Characterization and estimated volume of records collections stored in each
system/repository;
a.4) Identify records collections that are considered by the work group to be essential
to disaster recovery and continuity of operations;
a.5) Identify key business processes and/or Standard Operating Procedures (SOPs)
that are related to or contained within each collection;
a.6) Note any systems or repositories that are in the process of being replaced
b) Recommend any adjustments to current state, i.e. “future state” of systems and
repositories:
b.1) Is it recommended that any collections be housed in a different (currently
existing) system or repository than where they are currently housed and why?
b.2) Include considerations and recommended steps to achieve future state (type of
work involved, estimated staffing levels and production time involved to
accomplish, etc.)
c) Recommend prioritization (in sequential order) of records collections to be
digitized:
c.1) Considering the overall scope of the digitizing work to be accomplished,
recommend the most important first deliverable;
c.2) For all collections that carry priority for digitization, provide:
c.2.a) Name of record owner/group;
c.2.b) Whether collection is paper or electronic (or both) and estimated volume;
c.2.c) Size(s) of originals (large or regular format);
c.2.d) Physical location;
c.2.e) Basis or business case for being a priority collection to digitize, i.e.
essential to disaster recovery or continuity of operations, other basis;
c.2.f) Estimate “bottom line” total volume of all collections deemed as
priorities for digitization;
c.2.g) Time estimate to accomplish digitizing (according to staffing level
options);
c.2.h) Any protection concerns based upon:
Principle of Protection: Assess whether any priority business records currently
available in paper format only are subject to any environmental risk factors
(fire, flooding, rodents, decomposition due to age, etc.);
c.2.i) Recommended system or repository to digitize to;
c.2.j) Once digitized, whether the paper copies should be retained or destroyed
(with input from record owner)
d) Report on records collections not recommended to be digitized with details (owner
and basis, etc.)
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Task 2: Central Records Office conversion: Assessment of factors and steps that would be
required to convert the focus and operation of the existing Central Records Office (which
contains paper collections) to fully digitized collections, resulting in potential physical changes to
the space and change of focus of the Coordinator’s role from that of managing the paper
collections to coordinator of digital collections and potential scanning center operation if
recommended.
B. Deliverables
1. Draft and final Project Plan with the following components (Tasks 1 and 2):
a) Executive Summary
b) Results of Records Assessment in detail as described in Task 1
c) Depiction of a phased approach to program growth: portray how Utilities can
achieve progress toward program goals as additional resources and funding become
available
d) Recommend training and awareness components which are realistic to maintain
(new employee, annual refresher for existing employees using technology such as
brief audio or video refresher training, Utilities intranet presence, etc.) and content
for training components
e) Recommend Utilities governance structure through which the emergence of all
future systems and repository tools may be vetted for use within Utilities structure
f) Provide a sense of future staffing levels to maintain the program and type of lead
position needed to supervise records staff. Inform us whether your company has any
company resources available to provide on-site* scanning and indexing help to
expedite completion of priority collections to digitize and estimated cost break-out by
each priority collection. *At this time, on-site resources are our only option due to the
security configuration of SIRE by the City. In the future, we may be able to make use
of off-site scanning resources (at least two years away).
2. Presentation of recommendations at off-site workshop (half-to-full day)
3. Bi-weekly project status reports (written and/or meetings with the Utilities project leads)
C. Responsibility
Consultant shall identify areas where City personnel may be involved in completion of the scope
of work.
D. Schedule
RFP issuance June 17, 2016
Question deadline June 24, 2016
RFP due date July 11, 2016
Proposal Shortlist available week of July 18, 2016
Interviews (tentative) week of July 25-29, 2016 (or
alternately week of August 1-5, 2016)
Preliminary Report to City* October 28, 2016
Completion of Work and Presentation prior to* December 1, 2016
* Dates may shift based upon availability of Utilities records custodians and key personnel
to meet with consultants, complete any work needed of them by the consultants, etc.
E. Fees, Travel & Expenses
Submittals shall contain a not to exceed cost for the scope of work by task. Consultant shall also
include a current fee schedule. A fee schedule for sub-consultants, if used, shall be included as
well.
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Consultants are to provide a list of fees for reimbursable expenses. Reasonable expenses will
be reimbursable as per the attached Exhibit F Fort Collins Expense Guidelines. Expenses not
identified on the Guidelines will be paid at cost.
NOTE: The Project Manager has established a not-to-exceed budget of $30,000 including
reimbursable expenses for this project.
F. Use of Sub-Consultants/Partners
There may be areas for use of sub-consultants or partners from the award of this RFP. Provide
information about the sub-consultants that may be needed during the project.
Please keep in mind that the City will contract solely with the Consultant, therefore sub-
consultants/partners remain the sole responsibility of the Consultant.
G. Length of Proposals
Limit the total length of your proposal to a maximum of 25 pages (8.5 x 11” only) (excluding
covers, table of contents, dividers, sustainability response and proposal acknowledgement
form). The Director of Purchasing may reject proposals received that are longer than 25 pages
in length.
All information packages will be public record and firms shall include no confidential or
proprietary information.
H. Payment
The Consultant may receive monthly payments for satisfactorily completed work based on
verified progress.
III. PROPOSAL SUBMITTAL
For this section, Consultants 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
Consultants propose to provide and shall be incorporated in the contract award as deemed
appropriate by the City. A proposal that does not include all of the information required may be
deemed incomplete and may be subject to rejection.
The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and
presentation of their proposal.
A. Executive Summary
The Executive Summary should highlight the content of the proposal and features of the
services offered.
Indicate your availability to participate in the interviews/demonstrations on the proposed dates
as stated in the Schedule section.
Exceptions to the Agreement are to be noted in the Executive Summary.
B. Scope Of Proposal
This section should demonstrate the understanding of the Consultant (and any applicable sub-
consultants) of the required services, and of the policy and procedural issues that may be
involved in providing such services.
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1. Provide a detailed narrative of the services your firm proposes to provide if awarded the
Agreement. Narrative should include any options that may be beneficial for Utilities to
consider.
2. Describe how the project would be managed and who would have primary responsibility for
its timely and professional completion.
3. Describe the anticipated interaction with the City. Include any resources you would expect
City staff to provide.
4. Identify the firm’s approach to measuring and verifying value delivered.
C. Assigned Personnel
The Consultant should provide the following information:
1. Primary contact information for the company including contact name(s) and title(s), mailing
address(s), phone number(s), and email address(s). Complete Exhibit A, Proposal
Acknowledgement.
2. 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.
3. A resume for each professional and technical person assigned to the Agreement, including
partners and/or sub consultants, shall be submitted. The resumes shall include at least
three individual references from previous assignments. Please limit resumes to one page.
4. 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. 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.
D. Availability
1. Describe the availability of project personnel to participate in this project in the context of the
Consultant firm’s other commitments.
2. Provide a proposed schedule for the work, estimating the number of hours for each
proposed or optional task, including the time required for meetings, conference calls, etc.
3. As part of your proposal response under “Availability”, please indicate your
Availability for on-site interview in Fort Collins, Colorado the weeks of July 25 or
August 1 in the event you are invited for an oral interview round.
E. Sustainability/TBL Methodology
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.. Address how
your firm incorporates Triple Bottom Line (TBL) into the workplace, see below in Section IV:
Review and Assessment for additional information.
F. 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.
Provide a total not to exceed figure for the Scope of Proposal. Price all additional
services/deliverables separately.
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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, including
mark-up if applicable 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. Travel expenses will be reimbursable as
per the attached Fort Collins Expense Guidelines. Consultant will be required to provide
original receipts to the City for all travel expenses.
G. Firm Capability
Provide relevant information regarding previous experience related to this or similar Projects, to
include the following:
1. Brief Company History including number of years in business.
2. Minimum of five years of experience in providing similar services.
4. Describe the Company’s business and background, including the size, location, capacity,
type of firm, details about ownership and year established.
5. 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.
NOTE: Any Personnel Changes within the awarded Agreement will need to be approved by
the City of Fort Collins Project Manager.
6. Provide your firm’s qualifications to perform the consulting services described.
7. Provide a minimum of three similar projects with governmental utilities 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.
H. Additional Information
Provide any information that distinguishes Consultant from its competition and any additional
information applicable to this RFP that might be valuable in assessing Consultant’s proposal.
IV. REVIEW AND ASSESSMENT
Professional firms 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 firms 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?
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2.0 Assigned Personnel
Do the persons who will be working on the project have
the necessary skills and qualifications? Are sufficient
people of the requisite skills and qualifications 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/TBL
Methodology
Does the firm demonstrate a commitment to
Sustainability and incorporate Triple Bottom Line
methodology in both their Scope of Work for the project,
and their day-to-day business operating processes and
procedures?
2.0
Cost and
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?
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?
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 of Andrew Savitz 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.”
REFERENCE EVALUATION (TOP RATED FIRM)
The Project Manager will check references using the following criteria. The evaluation rankings
will be labeled Satisfactory/Unsatisfactory.
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QUALIFICATION STANDARD
Overall
Performance
Would you hire this Professional again? Did they show the skills required
by this project?
Timetable
Was the original Scope of Work completed within the specified time?
Were interim deadlines met in a timely manner?
Completeness
Was the Professional responsive to client needs; did the Professional
anticipate problems? Were problems solved quickly and effectively?
Budget Was the original Scope of Work completed within the project budget?
Job Knowledge
If a study, did it meet the Scope of Work?
Commodity Codes used for this RFP:
958-82 Records Management Services
918-06 Administrative Consulting
918-32 Consulting Services (Not Otherwise Classified)
918-75 Management Consulting
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EXHIBIT A
PROPOSAL ACKNOWLEDGEMENT
Consultant hereby acknowledges receipt of the City of Fort Collins Utilities’ 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, the Consultant hereby makes
the following representations to Utilities:
a. All of the statements and representations made in this proposal are true to the best of
the Consultant’s knowledge and belief.
b. The Consultant has obtained all necessary authorizations and approvals that will enable
the Consultant to commit to the terms provided in this proposal.
c. This proposal is a firm and binding offer, for a period of 180 days from the date hereof.
d. I further agree that the method of award is acceptable to my company.
e. I also agree to complete the proposed Agreements with the City of Fort Collins within 30
days of notice of award.
f. If an Agreement is not completed and signed within 30 days, City reserves the right to
cancel and award to the next highest rated firm.
g. I acknowledge receipt of addenda.
Consultant Firm Name:
Physical Address:
Remit to Address:
Phone:
Authorized Agent of Firm Name:
Signature of Authorized Agent:
Primary Contact for Project:
Title: Email Address:
Phone: Cell Phone:
8333 Utilities Records Management Consulting Services Page 14 of 24
EXHIBIT B
SAMPLE PROFESSIONAL SERVICES AGREEMENT
WORK ORDER
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 any
project Work Orders for RFP issued by the City. A blank sample of a work order is
attached hereto as Exhibit "A", consisting of one (1) page and is incorporated herein by
this reference. No Work Order shall exceed $ . The City reserves the right to
independently bid any project rather than issuing a Work Order to the Professional for the
same pursuant to this Agreement. Irrespective of references in Exhibit A to certain named
third parties, Professional shall be solely responsible for performance of all duties
hereunder. A general scope of services is attached hereto as Exhibit “B”, consisting of
( ) page and is incorporated herein by this reference.
2. The Work Schedule. The services to be performed pursuant to this Agreement shall be
performed in accordance with the Work Schedule stated on each Work Order.
3. Time of Commencement and Completion of Services. The services to be performed
pursuant to this Agreement shall be initiated as specified on each Work Order. Time is of
the essence. Any extensions of any time limit must be agreed upon in writing by the
parties hereto.
4. Contract Period. 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 Professional and mailed no later than thirty (30) days prior to
contract end.
5. 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.
8333 Utilities Records Management Consulting Services Page 15 of 24
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.
4. 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 attorney’s fees,
arising directly or indirectly out of the Professional's negligent performance of any of the
services furnished under this Agreement. The Professional shall maintain insurance 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 ($ ), in accordance with Exhibit “ ”, consisting
of ( ) page , attached hereto and incorporated herein. 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 in accordance with Exhibit “ ”, consisting of ( ) page ,
attached hereto and incorporated herein, with maximum compensation (for both
8333 Utilities Records Management Consulting Services Page 16 of 24
Professional's time and reimbursable direct costs) not to exceed ($ ). Monthly
partial payments based upon the Professional's billings and itemized statements of
reimbursable direct costs are permissible. The amounts of all such partial payments shall
be based upon the Professional's City-verified progress in completing the services to be
performed pursuant hereto and upon the City's approval of the Professional's reimbursable
direct costs. Final payment shall be made following acceptance of the work by the City.
Upon final payment, all designs, plans, reports, specifications, drawings and other services
rendered by the Professional shall become the sole property of the City.
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.
12. Personal Services. It is understood that the City enters into this Agreement based on the
special abilities of the Professional and that this Agreement shall be considered as an
agreement for personal services. Accordingly, the Professional shall neither assign any
responsibilities nor delegate any duties arising under this Agreement without the prior
written consent of the City.
13. Acceptance Not Waiver. The City's approval of drawings, designs, plans, specifications,
reports, and incidental work or materials furnished hereunder shall not in any way relieve
the Professional of responsibility for the quality or technical accuracy of the work. The
City's approval or acceptance of, or payment for, any of the services shall not be
8333 Utilities Records Management Consulting Services Page 17 of 24
construed to operate as a waiver of any rights or benefits provided to the City under this
Agreement.
14. Default. Each and every term and condition hereof shall be deemed to be a material
element of this Agreement. In the event either party should fail or refuse to perform
according to the terms of this Agreement, such party may be declared in default.
15. Remedies. In the event a party has been declared in default, such defaulting party shall
be allowed a period of ten (10) days within which to cure said default. In the event the
default remains uncorrected, the party declaring default may elect to (a) terminate the
Agreement and seek damages; (b) treat the Agreement as continuing and require specific
performance; or (c) avail himself of any other remedy at law or equity. If the non-
defaulting party commences legal or equitable actions against the defaulting party, the
defaulting party shall be liable to the non-defaulting party for the non-defaulting party's
reasonable attorney fees and costs incurred because of the default.
16. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire
Agreement between the parties and shall be binding upon said parties, their officers,
employees, agents and assigns and shall inure to the benefit of the respective survivors,
heirs, personal representatives, successors and assigns of said parties.
17. Law/Severability. The laws of the State of Colorado shall govern the construction,
interpretation, execution and enforcement of this Agreement. In the event any provision of
this Agreement shall be held invalid or unenforceable by any court of competent
jurisdiction, such holding shall not invalidate or render unenforceable any other provision
of this Agreement.
18. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et.
seq., Professional represents and agrees that:
a. As of the date of this Agreement:
1. Professional does not knowingly employ or contract with an illegal alien who will
perform work under this Agreement; and
2. Professional will participate in either the e-Verify program created in Public Law
208, 104th Congress, as amended, and expanded in Public Law 156, 108th
Congress, as amended, administered by the United States Department of
Homeland Security (the “e-Verify Program”) or the Department Program (the
“Department Program”), an employment verification program established pursuant
to Section 8-17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of
all newly hired employees to perform work under this Agreement.
b. Professional shall not knowingly employ or contract with an illegal alien to perform
work under this Agreement or knowingly enter into a contract with a subcontractor that
knowingly employs or contracts with an illegal alien to perform work under this
8333 Utilities Records Management Consulting Services Page 18 of 24
Agreement.
c. Professional is prohibited from using the e-Verify Program or Department Program
procedures to undertake pre-employment screening of job applicants while this
Agreement is being performed.
d. If Professional obtains actual knowledge that a subcontractor performing work under
this Agreement knowingly employs or contracts with an illegal alien, Professional shall:
1. Notify such subcontractor and the City within three days that Professional has
actual knowledge that the subcontractor is employing or contracting with an illegal
alien; and
2. Terminate the subcontract with the subcontractor if within three days of receiving
the notice required pursuant to this section the subcontractor does not cease
employing or contracting with the illegal alien; except that Professional shall not
terminate the contract with the subcontractor if during such three days the
subcontractor provides information to establish that the subcontractor has not
knowingly employed or contracted with an illegal alien.
e. Professional shall comply with any reasonable request by the Colorado Department of
Labor and Employment (the “Department”) made in the course of an investigation that
the Department undertakes or is undertaking pursuant to the authority established in
Subsection 8-17.5-102 (5), C.R.S.
f. If Professional violates any provision of this Agreement pertaining to the duties
imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If
this Agreement is so terminated, Professional shall be liable for actual and
consequential damages to the City arising out of Professional’s violation of Subsection
8-17.5-102, C.R.S.
g. The City will notify the Office of the Secretary of State if Professional violates this
provision of this Agreement and the City terminates the Agreement for such breach.
19. Red Flags Rules. Professional must implement reasonable policies and procedures
to detect, prevent and mitigate the risk of identity theft in compliance with the Identity Theft
Red Flags Rules found at 16 Code of Federal Regulations part 681. Further, Professional
must take appropriate steps to mitigate identity theft if it occurs with one or more of the
City’s covered accounts and must as expeditiously as possible notify the City in writing of
significant breeches of security or Red Flags to the Utilities or the Privacy Committee.
20. Special Provisions. Special provisions or conditions relating to the services to be
performed pursuant to this Agreement are set forth in Exhibit “ “ - Confidentiality,
consisting of one (1) page, attached hereto and incorporated herein by this reference.
8333 Utilities Records Management Consulting Services Page 19 of 24
THE CITY OF FORT COLLINS, COLORADO
By:
Gerry Paul
Purchasing Director
DATE:
ATTEST:
City Clerk
APPROVED AS TO FORM:
Senior Assistant City Attorney
PROFESSIONAL'S NAME
By:
Printed:
Title:
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
8333 Utilities Records Management Consulting Services Page 20 of 24
EXHIBIT A
WORK ORDER FORM
PURSUANT TO AN AGREEMENT BETWEEN
THE CITY OF FORT COLLINS
AND
DATED:
Work Order Number:
Purchase Order Number:
Project Title:
Original Bid/RFP Project Number & Name:
Commencement Date:
Completion Date:
Maximum Fee: (time and reimbursable direct costs):
Project Description:
Scope of Services:
Professional agrees to perform the services
identified above and on the attached forms in
accordance with the terms and conditions
contained herein and in the Professional
Services Agreement between the parties. In
the event of a conflict between or ambiguity in
the terms of the Professional Services
Agreement and this Work Order (including the
attached forms) the Professional Services
Agreement shall control.
The attached forms consisting of
( ) page(s) are hereby accepted and
incorporated herein, by this reference, and
Notice to Proceed is hereby given.
PROFESSIONAL
By:_______________________________
Date:_____________________________
CITY OF FORT COLLINS
Submitted By: _________________________
Project Manager
Date: _________________________
Reviewed by: _________________________
xxxxxxxxxx
Date: _________________________
Approved by: _________________________
xxxxxxxxx
Date: ________________________
Approved by: _________________________
Utilities Executive Director
(over $1,000,000)
Date: ________________________
Approved by: _________________________
Purchasing Director (if over $60,000)
Date: _______________________
DRAFT 6/17/2016
Page 21 of 24
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 reduce coverage or limits and
will not be cancelled, except after thirty (30) 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.
C. Errors & Omissions. The Professional shall maintain errors and omissions
insurance in the amount of $1,000,000.
DRAFT 6/17/2016
Page 22 of 24
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.
DRAFT 6/17/2016
Page 23 of 24
EXHIBIT
Fort Collins Expense Guidelines:
Lodging, Per Diem Meals and Incidentals and Other expenses:
January 1, 2016
Fort Collins Policy:
Lodging:
Hotels will be reimbursed at $109/day provided the government rate is available. If the
government rate is not available, the best available rate shall be used and a printout of
the available rates at the time of the reservation provided as documentation.
Hotel taxes do not count to the $109 limit, i.e. the rate is $109 plus applicable taxes.
Receipts are to be provided.
Actual expense will apply
Meals and Incidentals:
In lieu of requiring expense receipts, Fort Collins will use Federal GSA per diem guidelines.
Daily rate: $59
Travel Days rate: 75% of $59 = $44.25
Vehicle Expenses:
All costs related to rental vehicles (gas, parking, etc.) must be documented if they are to
be reimbursed. The standard for vehicle size is mid-size to lower.
If a private vehicle is used, mileage will be reimbursed using the mileage rate set by the
IRS. The most direct route is the standard for determining total mileage.
Mileage for 2 wheel drive vehicles will be at the current rate found at www.gsa.gov. The
rate for 2016 is $0.54.
Mileage for 4 wheel drive vehicles will be $0.78 when required by the City of Fort Collins.
Extra Ordinary Cost
Prior authorization required.
Expenses Not Allowed
Liquor, movies, or entertainment (including in-room movies);
Sporting events;
Laundry, dry-cleaning or shoe repair;
Personal phone calls, including connection and long-distance fees;
Computer connections (unless required for City business);
Other personal expenses not directly related to City business;
Convenience charges;
Rescheduling Airline Charges not related to City requirements.
Excessive meal tip amounts generally over 20%;
Delivery fees shall not exceed 10% of the total bill, if not already included;
Hotel Cleaning Tips;
Extra Baggage for one day trips;
Air Travel (when local);
DRAFT 6/17/2016
Page 24 of 24
Items that are supplied by the City.
Time Frame for Reporting
Per Agreement (every 30 days).
Reference:
The Federal GSA guidelines for Fort Collins are $109/day for hotel and $59 for meals and
incidentals (M&IE). (Incidentals are defined as 1) fees and tips given to porters, baggage
carriers, bellhops, hotel maids, stewards or stewardesses , and 2) transportation between
places of lodging or business and places where meals are taken). Hotel taxes (i.e. lodging
taxes) are not covered by per diem and are expensed as a separate line item.
The M&IE is further broken down by:
Breakfast: $13
Lunch: $15
Dinner: $26
Incidentals: $5
Federal guidelines further provide for the use of 75% of the M&IE rate for travel days, i.e.
$44.25 for Fort Collins.