Loading...
HomeMy WebLinkAboutRFQ - REQUEST FOR QUALIFICATION - 8494 FLOOD WARNING SYSTEM MAINTENANCE8494 Flood Warning System Maintenance Page 1 of 20 REQUEST FOR PROPOSAL 8494 FLOOD WARNING SYSTEM MAINTENANCE The City of Fort Collins is requesting proposals from qualified firms to provide all services necessary for the operation and maintenance of the Flood Warning System (FWS) gages and associated equipment. As part of the City’s commitment to Sustainable Purchasing, proposals submission via email is preferred. Proposals shall be submitted in a single Microsoft Word or PDF file under 20MB and e-mailed to: purchasing@fcgov.com. Proposals must be received before 3:00 p.m. (our clock), June 2, 2017 and referenced as Proposal No. 8494. 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 project should be directed to Pat Johnson, CPPB, Senior Buyer at pjohnson@fcgov.com in written format. Please format your e-mail to include: RFP 8494 Flood Warning System Maintenance in the subject line. The deadline for question submittal is May 26, 2017 at 4:00 pm. A copy of the RFP may be obtained at www.rockymountainbidsystem.com. The City of Fort Collins is subject to public information laws, which permit access to most records and documents. Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible. Proposals may not be marked ‘Proprietary’ in their entirety. All provisions of any contract resulting from this request for proposal will be public information. New Vendors: The City requires new vendors receiving awards from the City to fill out and submit an IRS form W-9 and to register for Direct Deposit (Electronic) payment. If needed, the W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at www.fcgov.com/purchasing under Vendor Reference Documents. 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. 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 8494 Flood Warning System Maintenance Page 2 of 20 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 Agreement without revision prior to commencing Services (see sample attached to this Proposal). Sincerely, Gerry S. Paul Purchasing Director 8494 Flood Warning System Maintenance Page 3 of 20 I. BACKGROUND AND OBJECTIVE A. Objective The City of Fort Collins Utilities Department is seeking a qualified firm to provide operation and maintenance of Flood Warning System (FWS) gages and associated equipment respond to this RFP. The City of Fort Collins has a need to outsource the service work on the FWS in 2017. B. Background Fort Collins is a vibrant community of approximately 151,000 located 65 miles north of Denver, at the base of the foothills of the Rocky Mountains. The City is 56 square miles in size and is the northern extension of the “Colorado Front Range” urban corridor. The City’s population includes over 24,000 college students. City of Fort Collins Utilities (Utilities) serves more than 65,000 (both single family and multi- family) electric customers with total annual sales of approximately 1,500 gigawatt-hours. The Utility also provides water, wastewater, stormwater and financing services. More information about Fort Collins Utilities can be found at fcgov.com/utilities. Within this group of residential customers, approximately 26,000 single family homes also receive water services. II. SCOPE OF PROPOSAL A. Scope of Work Vendor shall provide all services necessary for the operation and maintenance of the Flood Warning System (FWS) gages and associated equipment. A list of gages and equipment is attached as Exhibit B. All technical work associated with this Agreement shall be performed by qualified technicians. Maintenance of FWS base stations is not anticipated during the time period of this contract, but if required, shall be limited to radio equipment, data decoders and connecting cables. The vendor shall not be responsible for: • Maintenance of base station computer equipment or peripheral components. • Major repairs or replacement of major electronic components Appropriate records shall be maintained by the vendor of all activities performed. The City shall be provided with copies of all such records. Software will be provided by the City. The Scope of Services shall consist of the following work items which are described more fully in Paragraphs B.1 through B.6 respectively: 1. Beginning-of-Season Radio Maintenance, Electronic Testing, Field Installation of components such as radars, pressure transducers, etc. as needed 2. Scheduled Routine Inspections and (limited) Data Analysis 3. End-of-Season Maintenance, Testing and in-place storage or insulating of flow sensors. 4. Unscheduled Service Calls 5. City FWS Equipment Inventory/Supplies and Vendor Testing Equipment 6. Repair and Replacement of FWS Equipment 7. Base Stations and Data Management Software administration during FWS Maintenance This scope of work addresses seasonal maintenance of the City’s FWS. The vendor shall perform maintenance activities requested in this Scope of Services to maintain a fully operational FWS system beginning in June/July of 2017 through November 15, 2017. 8494 Flood Warning System Maintenance Page 4 of 20 B. Specific Description of Work Items 1. Beginning-of-Season Radio Maintenance, Electronic Testing, Field Installations, System Activation, and Radio Station Licensing a. Vendor shall inspect and test all equipment pertinent to remote gaging station operation including radio transmitters, antennas, cables, connectors, tipping buckets, pressure transducers, shaft encoders, weather sensors, radars and batteries. Vendor shall prepare a punch list of any deficiencies observed and recommend additional equipment and services not included in this Scope of Services. b. Vendor shall perform all preliminary equipment preparation necessary to assure complete operation of each gaging station. This work shall include battery charging, battery replacement, calibration checks, and other electronic adjustments as needed. c. Vendor shall test all electronics packages and perform minor adjustments as needed in accordance with manufacturer's RF specifications and Federal Communications Commission (FCC) requirements. d. Vendor shall install required hardware at each FWS gaging station. This work shall include, as necessary, installing electronics packages; connecting antenna and battery cables; leveling and calibrating tipping buckets; painting standpipes, weather housings and other parts subject to corrosion; physical securing of site including antenna mounts, clamps, cables, conduits and sensors; general cleaning of site including funnel, screen and pressure transducer orifices; replacement or repair of defective pressure transducers and signal conditioning boards; re-installing radar sensors, and any other items deemed necessary to meet the terms of existing license agreements, land use permits, or varying field conditions. Specific activities performed shall be site dependent. Station IDs, RF turn-on times, analog event and time mode switches, and other station configuration programming shall be set per specifications approved by the City and as required to assure proper repeater operation. Serial numbers shall be recorded. Test transmissions shall be performed to check that gage transmitters are operating according to factory specifications and the repeaters are receiving and re-transmitting the signal. Watt meter readings shall be recorded. Minor RF adjustments and field calibrations shall be made as needed. e. Vendor shall complete minor adjustments and testing of all repeater stations. Vendor shall maintain all power supplies including solar panels, voltage regulators, and batteries. f. Vendor shall provide all services necessary to assure proper radio and data decoder operation at FWS base stations. This work shall include testing radio receivers and data decoders and verifying data collection by the base station computer. The vendor will not be responsible for maintenance or repair of computer hardware or software. All antennas, connectors, and cables shall be inspected and repaired as needed. Major repairs or replacement of major electronic components shall be approved by the City prior to such action. 2. Scheduled Routine Inspections and Data Analysis (typically performed July 1st through August 30th) a. Vendor shall conduct a physical inspection of all FWS gages. The mechanical functions of each gage shall be tested to assure proper operation. Minor mechanical and calibration adjustments shall be made as needed. Minor parts such as cables, connectors, mounting hardware, and batteries shall be replaced as needed. Full service inspection (2b, below) of rain gages shall be performed during flood season startup. Routine service inspections (2c, below) are expected to include the summer 8494 Flood Warning System Maintenance Page 5 of 20 quarterly maintenance visits, performed on a 90-day interval following start up full service inspections. b. The full service inspection shall ensure standpipes and appurtenances are in sound condition and free from damage. Rain sections, if present, will be serviced by removing the top section of each FWS rain gage standpipe assembly to clean the screen, funnel, and tipping bucket. This work shall include leveling tipping buckets; painting of standpipes, and other appurtenances to protect against corrosion and vandalism; physical securing of site including antenna mounts, clamps, cables, conduits, and sensors; general cleaning of site; inspecting antennas and connecting cables; and any other items deemed necessary to meet the terms of existing license agreements or varying field conditions. Test transmissions shall be performed to assure that gage reports are being received by FWS base stations. Pressure transducer (PT) orifices and protective housings shall be checked and maintained free of mud and debris. Pressure tests shall be performed on all accessible PTs. Transmitted data shall be recorded and compared with calibration data. Defective PTs or signal conditioning boards shall be repaired or replaced as needed using available spare parts. Calibration adjustments shall be made as needed. Specific activities performed shall be site dependent. Radars (reinstalled in the prior to the flood season, if not already in operation) will be assessed for proper operation. Weather stations will be evaluated to ensure all sensors are in good physical condition and reporting. If sensors are determined to be damaged or not reporting, the vendor will make recommendation to the Floodwarning Engineer regarding repair or replacement. c. The routine inspection of gage sites will be confined to ensuring standpipes and appurtenances are in sound condition and free from damage, sensors are functioning, that transmitters are properly reporting, that radio and battery performance are acceptable, that raingage buckets, screens and funnels are free of debris, that PT inlets are free of obstruction, that desiccants are not expired, and that cables and connections are sound. Any problems noted by the vendor shall be reported to the City Floodwarning Engineer before the vendor may be directed to affect more comprehensive repair or replacement. d. Vendor shall conduct general inspection of repeater sites and test batteries to assure proper performance. Solar panels shall be cleaned and voltage regulators adjusted as needed. Suspected problems shall be reported immediately to the City. 3. End-of-Season Maintenance (typically performed between October 1st through November 15th) a. Maintenance activities will comprise those of the Scheduled Routine Inspections and Data Analysis in Section 2, above, parts a – d, EXCEPT no calibration of rain gages is necessary. b. Additional activities will include the immersion of PT sensors into a clear vinegar or suitable cleaner to remove precipitates and calcification of the sensor membrane, them sealing the sensor with a balloon for winter OR, for certain sites, installing (provided) bagged fiberglass insulation pillows to prevent freezing temperatures of re-installed and active PT sensors. 4. Unscheduled Service Calls a. Upon notification by the City, or determination of potential problems from the data analysis described in Paragraph B.2, Vendor shall make unscheduled service calls necessary to assure full system operation during the flood season. 8494 Flood Warning System Maintenance Page 6 of 20 b. Vendor shall respond to the City’s request for service or other problem confirmation within: • Three (3) working days of notification or confirmation of a remote sensor or transmitter failure, • Forty- eight (48) hours of notification or confirmation of repeater failure • Twenty-four (24) hours of notification or confirmation of radio related failure at an FWS base station. c. In the event of minor part failure, Vendor shall effect immediate field repairs and provide appropriate minor replacement parts, using City inventory when possible (4a, below). In the event of a major part failure, Vendor shall install available spare parts and return failed units to the lab or factory for repair. Major repairs or replacement of major electronic components shall be approved by the City prior to such action. Vendor shall provide the City with monthly chronological summaries of actions taken pursuant to this Paragraph. 5. City FWS Equipment Inventory/Supplies and Vendor Testing Equipment a. Vendor will be provided access to City inventory of FWS components that include transmitters, batteries, desiccant, lightning protection polyphasers, voltage regulators, and other small parts. Vendor should utilize these components and supplies as maintenance activities require. Vendor will communicate additional inventory needs to the City for ordering. b. Vendor will provide testing and calibration equipment needed for maintenance activities shown in 2a, 2b, and 2c, above. At this time, the City expects the vendor to be able to service/calibrate the following types and models of equipment: • ALERT Transmitters: Hydrolynx 5096 and 50386, HSE 3206, 3210, and 3306 • ALERT2 Transmitters: CS AL200 and 210 • ALERT/ALERT2 Repeaters: Hydrolynx 5052 • Pressure Transducers: Druck, Keller, CS, varying models all • Rain Gage Sections: Hydrolynx, HSE • Radars: Sutron, CS • Weather Stations: Hydrolynx • Rain Site and/or Flow Gages: HS c. Vendor shall maintain the City’s written inventory of all FWS equipment and provide updated inventory and installed equipment information to the City whenever changes are made. Vendor shall notify the City when spare equipment is placed in-service and when inventoried equipment is discarded or otherwise determined to be inoperable. 6. Repair and Replacement of Equipment a. The vendor shall repair or replace failed equipment such as site antennas, cables, connectors, pressure transducers, signal conditioning boards, tipping buckets, housings, mountings, batteries, and other items valued at less than $100. b. The vendor shall provide minor repairs including cleaning; adjustments; calibration; tuning; and replacement of miscellaneous hardware parts on equipment such as transmitters, repeaters, pressure transducers, and sensors as part of the regular preventive maintenance services. 8494 Flood Warning System Maintenance Page 7 of 20 c. The vendor shall analyze failed equipment and make recommendations to the City concerning replacement or repair of major components, supplier options, and estimated costs. The City is responsible for the costs of repair or replacement of such equipment. On approval by the City, the vendor shall oversee repairs, including the return of equipment to factory and testing of equipment after repair. The vendor will provide the City with quotations for the repair of equipment by the vendor for approval, and subsequent payment.. 7. Base Stations and Data Management Software administration during FWS Maintenance The Vendor will work with the City’s Floodwarning Engineer and Stormwater staff as assigned to manage maintenance operations from the City’s base station Contrail data management software. The Vendor will work with the Floodwarning Engineer or other City Stormwater personnel as assigned to manage sensors and alarm settings during FWs maintenance. It is anticipated that the vendor will communicate at least daily with City Stormwater staff regarding the expected maintenance schedule and progress, and communicate any and all issues with calibrations, testing, installations, etc. C. Minimum Mandatory Qualifications of Offeror Minimum of three (3) years of experience working on similar systems. D. Schedule Utilities has established the target schedule shown below for the RFP. Utilities reserves the right to amend the target schedule at any time. • RFP issuance: May 19, 2017 • Question deadline: May 26, 2017 • Proposal due date: June 2, 2017 E. Interviews In addition to submitting a written proposal, finalists may be interviewed by the City of Fort Collins and asked to do an oral presentation about their company and approach to the project. F. Travel & Expenses Contractors are to provide a list of fees for reimbursable expenses. Reasonable expenses will be reimbursable as per the attached Fort Collins Expense Guidelines. G. Formatting Proposal Limit the total length of your proposal to a maximum of twenty five (25) 8 ½ x 11” pages (excluding cover pages, table of contents, dividers, 11” x 17” fee spreadsheet (if used), sustainability response and proposal acknowledgement form). Font shall be a minimum of 10 Arial and margins are limited to no less than .75 for sides and top/bottom. Fee spreadsheet must be a minimum of 10 Arial in printed format. Please, no embedded documents. The Director of Purchasing may reject proposals received that are longer than 25 pages in length. III. PROPOSAL SUBMITTAL For this section, contractors 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 contractors propose to provide and shall be incorporated in the contract award as deemed 8494 Flood Warning System Maintenance Page 8 of 20 appropriate by Utilities. A proposal that does not include all of the information required may be deemed incomplete and may be subject to rejection. Responses must include all of the items in the order listed below. It is suggested that the Consultants 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. Executive Summary The Executive Summary should highlight the content of the proposal and features of the program offered, including a general description of the program 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. Exceptions to the City Agreement shall be documented. B. Company Information 1. Describe the Company’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, 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 Exhibit A, Proposal Acknowledgement. C. Minimum Mandatory Qualifications Provide a brief description of how your Agency meets the following: • Minimum of three (3) years of experience working on similar systems. D. Scope of Work 1. Provide a detailed narrative of the services proposed if awarded the contract per the scope above. The 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. How many field personnel do you recommend to do this work? E. Assigned Personnel The Consultant should provide the following information: 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 their individual areas of responsibility. 2. A resume for the project or contract manager of this project shall be submitted. Please limit resume to one page. 3. A list of qualifications and experience of the specific staff members proposed to perform the consulting services described above. 8494 Flood Warning System Maintenance Page 9 of 20 4. Describe the availability of project personnel to participate in this project in the context of the contractor firm’s other commitments. 5. References (current contact name, current telephone number and email address) from at least three similar projects with similar requirements that have been completed within the past three (3) years and that have involved the staff proposed to work on this project. Provide a description of the work performed. F. Availability 1. Are other qualified personnel available to assist in meeting the project schedule if required? 2. Provide an outline of the Contractor’s schedule for completing tasks. 3. Describe the methods and timeline of communication your firm will use with the City’s Project Manager and other parties. 4. Is your firm able to respond within the timeframes stated above for the unscheduled service calls? G. Cost and Work Hours Reasonable expenses will be reimbursable as per the attached Fort Collins Expense Guidelines. Contractor will be required to provide original receipts to the City for all reimbursable expenses. In your response to this proposal, please provide the following: 1. Estimated Hours by Task: Provide estimated hours of maintenance for each type of gage. Provide a total cost estimate not to exceed for B.2., B.3. and B.4., broken down by position, number of personnel and number of hours. 2. Price all additional services/deliverables separately. 3. Schedule of Rates: Provide a schedule of billing rates by category of employee and job title. 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. H. 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 with titles and their specific task assignment for this Agreement shall be provided in this section. 2. Provide your firm’s qualifications and experience to perform the services described. 3. Provide a minimum of three similar projects in the last three (3) 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, and a brief description of the work and any change orders. I. Additional Information Provide any information that distinguishes Contractor from its competition and any additional information applicable to this RFP that might be valuable in assessing Contractor’s proposal. Explain any concerns Contractor may have in maintaining objectivity in recommending the best solution for Utilities. All potential conflicts of interest must be disclosed. IV. REVIEW AND ASSESSMENT 8494 Flood Warning System Maintenance Page 10 of 20 A. EVALUATION 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? 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? 2.0 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? 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”. 8494 Flood Warning System Maintenance Page 11 of 20 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.” B. REFERENCE EVALUATION (TOP RATED FIRM) The Project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Professional responsive to client needs; did the Professional anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge a) If a study, did it meet the Scope of Work? b) If Professional administered a construction contract, was the project functional upon completion and did it operate properly? Were problems corrected quickly and effectively? 8494 Flood Warning System Maintenance Page 12 of 20 EXHIBIT A PROPOSAL ACKNOWLEDGEMENT Consultant hereby acknowledges receipt of the City of Fort Collins Utilities’ Request for Quotes 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 RFQ. 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 contract 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: EXHIBIT B Maintenance Locations Site ID Site Name 1Type of Site Access Need 2Sensor Type 6010 City Park R 6020 Horsetooth @ Olander Elmntry R 6030 Horsetooth @ Dixon Dam R 6040 Larimer County Landfill R 6050 BNRR @ Spring Ck S K 6060 Ponds @ Overland R/S D 6070 Shields @ Dry Creek R/S D 6080 Taft Hill @ Spring Ck R/S K 6090 College @ Fossil Ck R/S D 6100 CR 56 @ Boxelder Ck R/S D 6110 Poudre River @ Mouth (25Watt) S USGS Key D 6160 Timberline @ Spring Ck R/S K 6180 Troutman Park Detention Pond R/S K 6190 Avery Park - New Mercer Ditch R/S D 6200 Center Avenue Detention Pond R/S D 6220 New Mercer @ Rolland Moore Pk S D 6230 CSU Vet Detention Pond R/S Stormwater Padlock K 6250 SFTC Sanitation Weather W Entrance Intercom 6270 Water Treatment Plant Weather W Stormwater Padlock 6280 Trilby @ Fossil Ck R/S D 6290 Fairway Estates Dam R/S K 6310 Harmony @ New Mercer R/S D 6320 Utility Service Center R 6330 Timberline @ Lincoln R 6340 Country Club Rd @ Hwy 1 R 6350 Corbett @ Preston Jr High R 6380 Trilby @ Shields R 6400 Larimer #2 @ Rolland Moore Pk R/S K 6430 Rodeo Detention Pond R/S D 6440 PV&L @ CSU Ranch R/S combo K 6450 Portner/College FCCP Diver S Parks Key D 6460 CR 66 @ Dry Creek R/S D 6470 Nelson Farm Detention Pond R/S D 6480 Oakridge Detention Pond R/S D 6490 Taft Hill @ Fossil Ck R 6510 DWRF Weather W Stormwater Padlock 6530 Mulberry @ LeMay Weather W Stormwater Padlock 6550 Meadow Springs Ranch W Stormwater Padlock 6560 Laporte Ave @ New Mercer S S 6570 Laporte Ave @ Larimer #2 S S 6580 Mulberry @ New Mercer S no maint unless fails Stormwater Padlock O 6590 Mulberry @ Larimer#2 S no maint unless fails Stormwater Padlock O 6600 CR 60 @ W. Dry Ck R 6610 Larimer & Weld @ Waterglen R/S K 6620 Horsetooth @ FCRID R/S D Site ID Site Name 1Type of Site Access Need 2Type PT 6630 Indian Creek Reservoir R 6640 CR 9 @ North Poudre Canal R 1 Maintenance Locations 6660 Douglas Reservoir S combo CS 6670 FCB #2 R/S D 6680 FCB #1 S D 6690 College @ Larimer & Weld S K 6700 Larimer&Weld Inlet Gates S Door Key for cntrol house U 6710 Fossil Ck @ BNRR R/S combo K 6720 Gateway Park R 6730 Hewlett Gulch R no maint unless fails 6740 Manners Lane Bridge S Manners padlock no maint on sonde 6750 Fossil Ck Park Pond S K 6770 Hewlett Gulch Bridge R/S SR 6780 Soapstone R 11000 Cobb Lake Repeater N/A Rptr padlock 11001 Poudre Park Repeater (& 15W pwr amp) N/A no maint unless fails 11004 Rustic (& 30W pwr amp) R/S CSR 11005 Lions Park (& 25W pwr amp) R/S CSR 11006 Halligan (25W) R Adam has padlock key 11007 Lake Canal @ Boxelder Ck S Stormwater Padlock CS 1Type of Site: R = Rain, S = Streamflow, W = Weather (w/ Rain) 2Type of Stream Sensor: D=Druck PT, K=Keller PT, CS = Campbell Sci PT, SR = Sutron Radar, CSR=Campbell Sci Radar, S= Shaft Encoder, U=Ultrasonic 2 8494 Flood Warning System Maintenance Page 13 of 20 EXHIBIT C SAMPLE SERVICES AGREEMENT (not to be completed at this time) 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 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 "B", consisting of ( ) page , 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 , 200 , and shall continue in full force and effect until , 200 , unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed ( ) 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 termination to the Service Provider. Such notice shall be delivered at least fifteen (15) 8494 Flood Warning System Maintenance Page 14 of 20 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 , 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 8494 Flood Warning System Maintenance Page 15 of 20 any responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the City. 12. Acceptance Not Waiver. The City's approval or acceptance of, or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of action arising out of performance of this Agreement. 13. Warranty. a. Service Provider warrants that all work performed hereunder shall be performed with the highest degree of competence and care in accordance with accepted standards for work of a similar nature. b. Unless otherwise provided in the Agreement, all materials and equipment incorporated into any work shall be new and, where not specified, of the most suitable grade of their respective kinds for their intended use, and all workmanship shall be acceptable to City. c. Service Provider warrants all equipment, materials, labor and other work, provided under this Agreement, except City-furnished materials, equipment and labor, against defects and nonconformances in design, materials and workmanship/workwomanship for a period beginning with the start of the work and ending twelve (12) months from and after final acceptance under the Agreement, regardless whether the same were furnished or performed by Service Provider or by any of its subcontractors of any tier. Upon receipt of written notice from City of any such defect or nonconformances, the affected item or part thereof shall be redesigned, repaired or replaced by Service Provider in a manner and at a time acceptable to City. 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 thereof. 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. 8494 Flood Warning System Maintenance Page 16 of 20 17. Indemnity/Insurance. a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to or death of any person or persons, or damages to property arising out of, result from or occurring in connection with the performance of any service hereunder. b. The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property. c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider shall provide and maintain insurance coverage naming the City as an additional insured under this Agreement of the type and with the limits specified within Exhibit , consisting of one (1) page, attached hereto and incorporated herein by this reference. The Service Provider before commencing services hereunder, shall deliver to the City's Purchasing Director, P. O. Box 580, Fort Collins, Colorado 80522, one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the City. 18. Entire Agreement. This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties. Covenants or representations not contained in this Agreement shall not be binding on the parties. 19. 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. 20. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Service Provider represents and agrees that: a. As of the date of this Agreement: 1. Service Provider does not knowingly employ or contract with an illegal alien who will perform work under this Agreement; and 2. Service Provider 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. Service Provider 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 8494 Flood Warning System Maintenance Page 17 of 20 Agreement. c. Service Provider 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 Service Provider obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Service Provider shall: 1. Notify such subcontractor and the City within three days that Service Provider 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 Service Provider 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. Service Provider 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 Service Provider 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, Service Provider shall be liable for actual and consequential damages to the City arising out of Service Provider’s violation of Subsection 8-17.5-102, C.R.S. g. The City will notify the Office of the Secretary of State if Service Provider violates this provision of this Agreement and the City terminates the Agreement for such breach. 21. 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. 8494 Flood Warning System Maintenance Page 18 of 20 THE CITY OF FORT COLLINS, COLORADO By: Gerry Paul Purchasing Director DATE: ATTEST: APPROVED AS TO FORM: SERVICE PROVIDER'S NAME By: Printed: Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: RFP 8494 Flood Warning System Maintenance Page 19 of 20 EXHIBIT INSURANCE REQUIREMENTS 1. The Service Provider 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 Service Provider 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 Service Provider, 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 Service Provider under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Service Provider '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 Service Provider shall maintain during the life of this Agreement for all of the Service Provider'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 Service Provider 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 Service Provider shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. RFP 8494 Flood Warning System Maintenance Page 20 of 20 EXHIBIT CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to this Agreement (the “Agreement”), the Service Provider 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 Service Provider has agreed to perform, the Service Provider 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 Service Provider 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 Service Provider shall not disclose any such information to any person not having a legitimate need-to-know for purposes authorized by the City. Further, the Service Provider 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 Service Provider 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 Service Provider 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 Service Provider ceases to perform services for the City, or the City so requests for any reason, the Service Provider 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 Service Provider understands and agrees that the City’s remedies at law for a breach of the Service Provider’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.