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HomeMy WebLinkAboutRFP - 7479 SOUTHEAST COMMUNITY PARKADDENDUM No. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of BID 7479: Southeast Community Park OPENING DATE: 3:00 PM (Our Clock) March 11, 2013 To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: Exhibit 1 – Questions & Answers Exhibit 2 – School Pump House Plans Please contact John Stephen, CPPO, LEED AP, Senior Buyer at (970) 221-6777 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. 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 Addendum 1 – 7479 Southeast Community Park Page 1 of 6 EXHIBIT 1 – QUESTIONS & ANSWERS 1. On page 12 of the RFP there is reference to an Attachment 7 where is this? There is no attachment 7, please disregard. 2. Is there more information available on the existing pump house? Attaching design drawings of the pump house to this addendum. 3. On page four of the RFP it mentions City staff time to be included in budget? Consider City staff time at $20,000 and it should be included in the $400,000 design budget. 4. Will existing wetlands be delineated as part of the stormwater project? The existing wetlands will be delineated prior and after the City Stormwater Department’s project and will be done by the City under a separate contract. 5. When will stormwater’s work be done on the creek? Their project will run concurrently with our design phase. 6. Are the restrooms custom or off the shelf? Custom 7. Will the BMX course move? Perhaps, dependent on design concepts. 8. Will traffic counts be provided by the City? Yes 9. Do we need a public outreach specialist? That is up to the consultants proposing on the project. 10. Is the existing ball field maintained by the City or the school district? The existing field is maintained by the City Parks Department. 11. Will soccer fields be required? Yes 12. Has the site been platted? No Addendum 1 – 7479 Southeast Community Park Page 2 of 6 13. The Construction administration hours number is quite large will we consider modifying? Yes, the new construction administration number on page 11 of the RFP for the Pre bid process will be 50 hours. 14. Will the natural resource board review this project? Natural Resources will review the project as part of the City development review process with most of the coordination handled thru the City Stormwater project in the creek buffer area. 15. Is there any off site work expected? There will be sewer and water connections that will be offsite, curb cuts and potential traffic study issues. 16. What extent of floodplain modeling will this consultant need to do? The consultant will need to provide information to the City Stormwater department to coordinate floodplain changes with their model that they will be doing for their project. 17. Are their irrigation sleeves provided under Lady Moon? Yes, the current ball field is irrigated and the mainline runs along Saber Cat. 18. Could you please elaborate on the Cross Country Trails in the Design Development Section, B-1 of the RFP? a. Are they intended for cross country running races? Yes there are currently cross country races held at the park site and we would like to be able to continue offering that ability in future design. b. Is the intent to develop a small mountain bike loop/system, or are they for more passive recreation? Perhaps, depends on master planning and design development. c. Do you have a sense of the length of these trails? Current cross country use is primarily by the High School. 19. Under References section page 13, do the no more than 5 specific projects apply to the entire team or per consultant? List no more than 5 projects whether they are done by entire team or individual consultants 20. Was the high school parking lot capacity designed or anticipated to supplement park needs? Yes Addendum 1 – 7479 Southeast Community Park Page 3 of 6 21. Has a water quality analysis of the current McClelland Creek been completed? No 22. Was fill placed on the park site as part of the High School construction project? Yes used in the BMX course area 23. It appears that the southeastern end of McClelland Creek (where it intersects with Lady Moon Drive) was restored as part of the high school construction. Should the design team assume there is a similar design intent with the concurrent City Stormwater project? Not necessarily but it is an example of the Stormwater Department’s efforts. Addendum 1 – 7479 Southeast Community Park Page 4 of 6 EXHIBIT 2 - SCHOOL PUMP HOUSE PLANS Addendum 1 – 7479 Southeast Community Park Page 5 of 6 Addendum 1 – 7479 Southeast Community Park Page 6 of 6 RFP 7479 Southeast Community Park Page 1 of 25 REQUEST FOR PROPOSAL 7479 SOUTHEAST COMMUNITY PARK The City of Fort Collins is requesting proposals from qualified firms to to provide professional planning, design and construction administration services for the Southeast Community Park. Proposals may be submitted by E-mail in Microsoft Word or PDF format. E-mail submittals shall be e-mailed to: purchasing@fcgov.com. If submitting hard copy proposals, 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 will be received before 3:00 p.m. (our clock), March 11, 2013 and referenced as Proposal No. 7479. If delivered, they are to be sent to 215 North Mason Street, 2 nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. The City encourages all disadvantaged business enterprises to submit proposals in response to all requests for proposals and will not be discriminated against on the grounds of race, color, national origin for all proposals for negotiated agreements. A pre-proposal meeting will be held at 10:00 AM on February 21, 2013 in Conference Room 2A, located on the 2 nd floor of 215 N Mason Street, Fort Collins. Questions concerning the scope of the project should be directed to Project Manager, Kathleen Benedict at (970) 416-2260 or kbenedict@fcgov.com. Questions regarding bid submittal or process should be directed to John Stephen, CPPO, LEED AP, Senior Buyer, at (970) 221-6777 or jstephen@fcgov.com. A copy of the Proposal may be obtained as follows: 1. Download the Proposal/Bid from the BuySpeed Webpage, www.fcgov.com/eprocurement The City of Fort Collins is subject to public information laws, which permit access to most records and documents. Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible. Proposals may not be marked ‘Proprietary’ in their entirety. Information considered proprietary is limited to material treated as confidential in the normal conduct of business, trade secrets, discount information, and individual product or service pricing. Summary price information may not be designated as proprietary as such information may be carried Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing RFP 7479 Southeast Community Park Page 2 of 25 forward into other public documents. All provisions of any contract resulting from this request for proposal will be public information. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision-making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Sincerely, James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management RFP 7479 Southeast Community Park Page 3 of 25 REQUEST FOR PROPOSAL 7479 SOUTHEAST COMMUNITY PARK I. SECTION 1 - INTRODUCTION This Request for Proposal is issued to provide the selection process for Professional Services to provide professional planning, design and construction administration services for the Southeast Community Park. Firms submitting a proposal to the RFP will be asked at minimum to state in no more than 20 pages, their understanding/experience relating to the project and offer their methodology for achieving the objective and producing the required deliverables for the each task. The finalists from the RFP phase will proceed to the Interview phase and be requested to participate in oral interviews. Tentative Schedule Advertise and Issue RFP February 13 Pre-proposal Meeting February 21 Deadline to Submit Questions February 28 5:00 pm Notify Short Listed Firms Week of March 18 Short List Oral Interview April 4 Notice to Proceed Middle of April II. SECTION 2 - OVERVIEW, BACKGROUND, PROJECT DESCRIPTION AND SUMMARY OF REQUIRED SERVICES Overview The City of Fort Collins is requesting proposals for professional planning, design and construction administration for the Southeast Community Park. This approximately 50 acre park is located in southeast Fort Collins. See Exhibit A. The Parks and Recreation Policy Plan 2008 Update identified a community park to be developed in southeast Fort Collins near Fossil Ridge High School. Design and public process for the park development will be in 2013 and 2014. Construction of the park would be in 2015 and 2016 with the park open to the public in early 2017. The City of Fort Collins requests proposals for the design and contract administration for the development of the Southeast Community Park. The consultant will provide all necessary services to design the park according to the provisions of this scope of work. In general terms, this scope consists of preparing design development plans and construction documentation for bidding by the City for the construction of the park. The Consultant will assist City staff during the public process that is a part of the design process. The Consultant will assist City staff with administration services during construction. It is the intent of this scope of work to give prospective consultants the needed information to prepare a proposal for design services. The City’s Project Manager will be available by email only to answer questions during the proposal process. RFP 7479 Southeast Community Park Page 4 of 25 The City program “Art in Public Places” is in effect for this project. The successful consultant will be expected to participate in selecting an artist from a City provided list of candidates to provide some form of art work as part of the park construction. The consultant will work with the artist throughout the project. Background The park site was purchased in 2002. Development of a ball field, two public tennis courts, a raw water delivery system and pond, and area streets were coordinated with Poudre School District with the development of the high school. In 2010 the City’s BMX course was moved to Southeast Community Park. Project Description The approximately 50-acre park is located in southeast Fort Collins. The community park is needed to provide outdoor recreational facilities for citizens in the southeast portion of the city. Active and passive recreational opportunities will need to be provided at the park site. McClelland Creek flows through the community park site and is a valuable natural feature that needs to be incorporated into the park design. During the course of this project the City’s stormwater utility will be conducting a stream revegetation and bank enhancement project. The City and the Poudre School District developed Fossil Ridge High School and associated athletic fields. There is one ballfield, freshman sized, for Community Park use currently on the park’s site. The partnership with the school district also included the construction of an irrigation pond and pump house that has been sized to accommodate the future pump needs of this Community Park. The Bmx course was designed and installed at the community park site in 2010. The design was by a professional Bmx course designer and if the course is to be moved to a new location still within the community park site, a Bmx course designer would be recommended. If during master planning, a skatepark is determined to be part of the site, the City will contract and design the skate park in house and this Consultant will need to coordinate with the City’s skate park consultant. Project Funding and Estimate Budget Funding for the development of the park is available in the following year: 2013 $400,000 (design) 2015 $5,000,000 (estimated with the park open to the public in early 2017) Funding will need to support City Staff salary, Consultant design and administration, construction of the park and contingency. Funding for maintenance of the park is available starting in 2017 Scope of Work The Consultant shall perform or coordinate the following activities as part of the contractual obligation for this project. RFP 7479 Southeast Community Park Page 5 of 25 A. Design Development 1. Prepare a base drawing from field surveys showing existing control elevations, property corners, vegetation, utilities, and any other pertinent information. 2. Prepare a preliminary plan reflecting all available information and design constrains. The plan shall present alternative design solutions and will serve as a review document for the City. 3. Present the preliminary plan to the City’s Conceptual Review Team. Follow- up on various departmental comments and address all concerns in the final plan. 4. Coordinate with any agencies outside of the city, as necessary. The consultant shall be responsible for informing, gathering information from and responding to all groups and agencies associated with the project. 5. Provide geotechnical and agricultural soils testing. The results of each shall be incorporated into the specifications. 6. Attend and assist with public meetings. The consultant will also be required to participate in City board meetings. 7. Attend review meetings with the Parks and Recreation staff and inter- departmental team. In addition, attend any necessary individual meetings with the other City departments. 8. Prepare preliminary construction cost estimates as the project moves through the master plan and final design process. City staff will continually review the proposed budget with particular attention at the 50% and 90% design levels. 9. Consultant shall meet or be in contact with the project manager on a regular basis throughout the design phase. 10. Upon conclusion of the design development phase, the Consultant will prepare construction documentation, final cost estimates, and specifications for the project reflecting all the input obtained from the planning process. Any options or questions explored during the preliminary phase will be resolved between the City and the Consultant before proceeding to final design. Cost estimate will be used in budgeting for park construction. 11. Submit ten sets of construction documentation to the City for approval. 12. All drawing shall be generated on AutoCad and provided electronically to the City. AutoCad shall be on the latest release, AutoCad 2009. One set of final original Cad generated drawings on mylar shall be provided to the City. 13. Prepare a rendered Master Plan of the final park design. The Master Plan shall be mounted and framed for hanging and shall become the property of the City. RFP 7479 Southeast Community Park Page 6 of 25 B. Detailed Project Description This section is expected to give the Consultant the needed information to prepare a proposal for services. The extensive description and task list are intended only to guide the proposal process. Additional refinement of tasks is expected, with explanation, to suit the individual firm’s needs to competently prepare a proposal. The City’s Project Manager will be available to answer questions by email. 1. Park Facilities Typical park facilities for this park include, but are not limited to the following: • Access and interior concrete sidewalks and soft surfaced paths, cross country trail. • Access roads and parking lots • Park pedestrian and security lighting. • Large and small picnic shelters with accessible tables and grills. • One large playground, fully accessible. • Interactive water feature. • Multi-use turf area for soccer fields, etc. • Landscaping, trees, non-programmed irrigated turf areas • Storm drainage improvements, City submittals and approvals • McClelland Creek improvements, including potential side channel for creative play • FEMA and Corps submittals and approvals • Necessary stormwater/floodplain studies • Restrooms and drinking fountains • Potential skate board park, in-line hockey, basketball courts, dog park, BMX Track • Sledding hill and other recreational needs identified through the public process • Irrigation design (the existing pump house is sized for the community park pumps) • Trail bridge crossings of McClelland Creek • Utilities for the park • Park amenities, benches, bike racks, trashcans, etc. 2. Stormwater Requirements • The purpose of this work is to develop hydrology and hydraulic studies and associated habitat studies and reports which will allow for an integrated effort for the development of the park. Modifications to the existing McClellands channel will be done by the City Stormwater Department prior to and as part of this project. Additional modifications may be needed to improve water quality issues, aquatic wetlands and riparian zone improvements and to allow for park improvements and public access to the creek for recreational purposes. RFP 7479 Southeast Community Park Page 7 of 25 • Southeast Community Park is located in the McClellands Creek Drainage Basin. McClellands Creek has a single mapped floodplain/floodway, a City designated floodplain/floodway that is based on the revised rainfall adopted by the City in 1999. A drainage master plan was completed for the basin in 2003, which identifies improvements needed to convey developed flows through the basin as well as recommended habitat improvements. A water quality and stream restoration update to the master Plan was also adopted by City Council in 2012. The City of Fort Collins’ “Stormwater Criteria Manual” adopted December 2011, will be used in the site drainage design and preparation of any construction specifications for this project. The required on-site drainage studies will be analyzed and delineated based on the City of Fort Collins stormwater regulations. The City’s recently adopted Low Impact Development (LID) regulations will also apply to the design of the water quality features for the site. • The Consultant shall prepare a drainage design and report for the park conforming to the requirements of the current City of Fort Collins development process. The Consultant shall use a SWMM hydrologic model as approved by the City. The park will be designed to provide on-site stormwater detention (if needed), and water quality treatment. • Floodplain modeling, and mapping, as well as the appropriate Floodplain Use Permits for McClellands Creek will be performed and obtained respectively by the City Stormwater department. The Consultant may need to perform information sharing and coordination with the City Stormwater staff during the completion of the Park project. The City Stormwater Department will work closely with the Consultant if additional permitting and modeling is required in the floodplain for future park elements. City Stormwater staff will perform the appropriate floodplain modeling and mapping associated with these proposed park elements. • The Consultant shall prepare the Final Drainage Plan and Final Drainage Report for the planned park. Said plan and report will include a basin determination and analysis and schematic storm drain system layout. Said plan shall show Storm water entering the site, their routing and control through the site, and discharge points with flows for the minor and major storm events. The drainage plan will include an erosion control plan and calculations conforming to the December 2011 City of Fort Collins Stormwater Criteria and applicable master plans, and stability studies. • The Consultant will prepare and submit necessary any and all applications for Corps permits for those elements of the park not included in the stream rehabilitation work to be performed and permitted by the City of Fort Collins Stormwater Department. • This drainage effort will include the preparation of the required submittal of materials for the Owner’s submittal to the Colorado State Board of Health for NPDES permitting, construction dewatering permit, , and 404 permit, etc. RFP 7479 Southeast Community Park Page 8 of 25 • Update the area SWMM Model and Master Drainage Plan for submittal to the City of Fort Collins Stormwater Utility Department. The Consultant shall update, model, or modify as necessary existing data to verify design flows. • Prepare necessary plans, profiles and details for the design of any dischargepoint (structure) from the park site to McClellands Creek. The location and natures of these outfalls will be coordinated with the City Stormwater Department. 3. Transportation Requirements • Transportation studies and reports need to be completed for the park complying with the current City requirements for this development. Southeast Community Park will obtain access from Kechter Road and Lady Moon Road. It is not anticipated that a road will need to connect through the park except for maintenance and emergency vehicles. Access to the park needs to include alternate modes of transportation. • The Consultant will provide services to complete required transportation impact studies related to the development of the park. 4. Construction • The City anticipates one construction document for bidding and construction of the park. Bid items shall be a combination of lump sum and individual items. 5. Meetings and Public Process • Coordination and review by city staff will be required throughout the project. As the park design progresses, review by other City Departments will be necessary. The Consultant will be expected to participate in these reviews. • Meetings - It is anticipated that the following meetings will be required, at a minimum, for this project:  Initial Coordination Meeting: At this meeting the Consultant will be expected to provide a detailed schedule of the design process, including the work of any sub-consultants, identifying important milestones in the process and target dates for these milestones.  Design Charette: A two day design charette with City staff is required early in the design process so the Consultant has current information from affected departments. The charette will also be used to develop conceptual plans for the park.  Progress Meetings: Progress meetings will be held every two weeks during the course of the project. Meetings may be more frequent at times, if need be. RFP 7479 Southeast Community Park Page 9 of 25  Parks and Recreation Lead Team: The Consultant will meet four times with the Lead Team for review and direction from this group. The Consultant will bring appropriate drawings and information for review.  Utility Coordination: At least four meetings are anticipated to coordinate with affected utility companies. Prior to meeting with utilities, the City will assist the Consultant in collecting comments from utilities through the existing utility coordination process.  Public meetings: The City anticipates there will be four public meetings. The meetings will be in the form of an open house. The City will be responsible for leading the public involvement program with the support of the Consultant. The Consultant will be responsible for development of renderings for the public meetings.  The Consultant will be expected to attend 6 city board meetings for review of the project. Attend one Conceptual Review and one Administrative Review meeting. The park is subject to the City’s development process at the Administrative Level. 6. Design Standards • The City’s current standards for development review, engineering, stormwater, utility work, and building permits will apply to this project. • The City will provide standard materials lists and/or specifications for the following:  Typical restroom layout and fixtures  Seed and soil preparation  Seed mix and seeding specifications  Landscape plantings  Site amenities including picnic tables, grills, and basketball standards  Lighting standards 7. Data Collection and Reconnaissance • The Consultant shall under take data collection only after diligent preplanning so that the amount of actual fieldwork required can be kept to a minimum while still obtaining the necessary information. Additional surveys necessary to establish horizontal and vertical control for the park design and hydrology and hydraulic studies will be done by City Survey department. • The Consultant will provide soils information as needed for the park design and the Consultant’s work. • The Consultant will coordinate and design all utility work needed for the development of the park. The City will assist the Consultant in obtaining information about critical utilities by potholing if necessary. 8. Design Development Phase RFP 7479 Southeast Community Park Page 10 of 25 • The Consultant shall prepare up to three options for review relating to the development of the park. Options need to show different elements and layouts for the park Options need to have associated costs and any other pertinent information, which will help staff and the public, select the preferred design. 9. Final Design and Construction Documents • The Consultant shall prepare detailed construction drawings of the proposed park improvements on 24” x 36”, 3-mil double mat inked Mylar. The final scale of the drawings will be determined based upon the complexity of the design, but shall not be smaller than 1” = 50’. Five sets of construction drawings shall be signed and sealed by a professional engineer licensed in the State of Colorado. The original set of inked Mylar shall be the property of the City. Drawings shall be also given to the City on Autocad files on cds and as Adobe pdfs on cds. At a minimum, the Construction Drawings shall contain:  The date of preparation, scale, north arrow, and legend  Project title  Title sheet with index  Plan and profile sheet(s) including all subsurface drainage and utilities  Property ownership, construction easements, and permanent easements(if required)  Existing conditions, including location of all utilities  Cross sectional view(s) of channel improvements and construction details of improvements. Hydraulic views shall include applicable water surface elevations such as the 100-year storm depth.  Erosion control methods and details  Landscape Plan  Park improvements, site plans, grading plans, architectural plans and detail sheets as needed • The City will prepare the final contract Documents (drawings and specifications) for bidding of the project through the City of Fort Collins’ Purchasing Department. Review of the documents by the appropriate City Departments will be required prior to bidding. • The Consultant shall prepare a Final Design Report (four (4) copies), which will summarize any major changes from the Preliminary Design decisions. 10. Construction Administration Services • The Consultant will provide assistance during the pre-bid period and aid prospective bidders in fully understanding the scope of the project and explaining any unusual or significant features. The Consultant will assist the City in conducting a pre-bid conference and job-walk with contractors and suppliers. Respond to inquiries as directed by the City. The Consultant will RFP 7479 Southeast Community Park Page 11 of 25 assist the City in the preparation of addendums, review of proposals and qualifications of contractors and suppliers. • The Consultant will provide construction administration assistance as requested by the City. • For this proposal process the Consultant is to estimate construction administration services based on the following:  Pre bid process: Consultant Team- 200 hours • Contact Administration assistance and inspection: Consultant Team- 1000 hours • The Consultant will provide a set of Mylars and a cd to the contractor for preparation of the “as-built” record drawing set for the completed project. Construction Plans—City Approval, Quality of Work The Consultant shall be responsible for the professionalism and technical accuracy and coordination of all services such as designs, drawings, specifications, costs estimates, and other work or materials furnished to the City by the Consultant under this contract. The project submitted by the Consultant shall represent the best design solution possible for the scope of work in the contract. All work must be in accordance with the current criteria, guides, and specifications listed in the scope and shall be in accordance with the best engineering practices. Workmanship shall be neat with all lines and lettering of uniform weight and clarity for complete legibility and satisfactory reproduction. Any computer disks submitted must be scanned for viruses using a commercial virus scanning program. All elements of submittals shall be checked by the Consultant and such check shall be made by persons other than those preparing the material and by professional personnel trained in that specific discipline. Error and deficiencies shall be corrected by the Consultant at no additional charge to the City. III. SECTION 3 - FEES The consulting services will be awarded based on a Not-to-Exceed Time and Reimbursable Direct Cost Basis Agreement. The Consultant will provide as part of their proposal a rough order-of magnitude estimate of design fees, based upon the services described in this proposal. Upon the selection of the Consultant, the final fee will be negotiated with input from the Consultant based upon how they foresee the overall project. IV. SECTION 4 - SCHEDULE Advertising February, 2013 Award March, 2013 RFP 7479 Southeast Community Park Page 12 of 25 Design April, 2013 through fall, 2014 Bidding Fall 2014 Construction 2015 through fall 2016 V. SECTION 5 - GENERAL GUIDELINES RFP Administration. The Manager hereby designates Kathleen Benedict, Senior Landscape Architect - Park Planning and Development to serve in the capacity of administrator for this selection process and will be responsible for coordination of the procedures and rules specified in this RFP, managing this process and all other matters related to this process. In conducting the process in a fair and equitable manner, the administrator will serve as the primary intermediary between the proposers, sub-consultants, the City, and the members of the Selection Committee. All inquiries and questions regarding this RFP shall be directed to Kathleen Benedict at kbenedict@fcgov.com, City of Fort Collins Park Planning and Development and John Stephen at jstephen@fcgov.com, Senior Buyer in writing via email. Any applicant that inappropriately contacts any member of the City Selection Committee other than the designated contact from the date of issuance of the RFP and prior to the completion of the selection process may be disqualified from further participation in the selection process. Proposal. Each respondent must comply with the submission requirements as outlined below. Submittals that fail to comply with the requirements as specified may be deemed non-responsive and such determination will result in no further consideration of that respondent or the respondent’s submittals by the City. Proposals shall not exceed 20 single-sided pages in length (double-side pages count as two pages). All Proposals must be limited to the following prescribed information and be submitted in an 8 ½” x 11” format and be in a comb binder or in a looseleaf, three-ring, hard cover binder. Pages are to be numbered in sequence and font size will be at least 11pt. font. Graphics or charts that would not present well on 8 ½” x 11” size papers may be presented on 11” x 17” size paper. If divider sheets are used, no information, written or graphic, other than the section number corresponding to the following listing is to be included on the divider sheet. This page limit is not affected by: cover pages, divider sheets, comments relating to the Sample Professional Services Agreement, or any other required forms. Letter of Transmittal. Clearly indicate the single contact (principal-in-charge), mailing address, telephone, email, and facsimile numbers. Indicate unique features of the organization and the project team that makes the team suited to undertake this specific project. Team Members. List the proposed subconsultants/subcontractors that will be part of the team with a brief description of services subconsultants will provide. (Include Attachment 7) Provide brief biographical data of the primary participant(s). List the names and titles of key professional staff that are expected to work on the actual RFP 7479 Southeast Community Park Page 13 of 25 project if awarded the contract for professional services. Indicate the expected contribution of each of these individuals as a percentage of the total effort and also his/her respective workload during the contractual period for the anticipated services. Include major sub-consultants. Describe the following: a. The anticipated project participation/organization for this project, describe what work the consultant will self-perform and what work will be performed by sub-consultants and indicate by name those individuals who will be responsible for specific tasks b. The other major project commitments of the principals and firm(s) involved (existing and projected) c. The staffing capacity for the actual contract if awarded. State current employment levels also. d. How the project will be managed. e. Provide hourly rate sheets for key project personnel Team Experience. Describe previous experience with community parks and public park projects, experience addressing recreation and play opportunities, connectivity, maintenance, public safety access, transportation access and natural habitat, experience and knowledge of the project area, with environmental and utility clearances, and with overseeing large project visioning and design. Describe ability to work with local, state and federal government agencies and general public, including City of Fort Collins Stormwater, City of Fort Collins Natural Areas, City of Fort Collins Utilities, and City of Fort Collins Parks and Recreation, and Larimer County. References. Describe qualifications and experience of the teams (including subconsultants), as indicated by prior successful completion of similar projects. List no more than five (5) specific projects previously undertaken similar in scope and the name of the Owner. Provide a list of references for those projects. Include name, title, address, telephone numbers and e-mail addresses. Proposed Approach. Describe proposed approach to completion of the scope of work, an understanding of the project, and project complexities, understanding of the project schedule, milestones, and project issues, and how the project will be organized. RFP 7479 Southeast Community Park Page 14 of 25 VI. SECTION 6 - REVIEW AND ASSESSMENT Professional firms will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and optional interview session. At discretion of the City, interviews of top rated firms may be held. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING FACTOR QUALIFICATION STANDARD 2.0 Scope of Proposal Does the proposal show an understanding of the project objective, methodology to be used and results that are desired from the project? 2.0 Assigned Personnel Do the persons who will be working on the project have the necessary skills? Are sufficient people of the requisite skills assigned to the project? 1.0 Availability Can the work be completed in the necessary time? Can the target start and completion dates be met? Are other qualified personnel available to assist in meeting the project schedule if required? Is the project team available to attend meetings as required by the Scope of Work? 1.0 Motivation Is the firm interested and are they capable of doing the work in the required time frame? 2.0 Cost and Work Hours Do the proposed cost and work hours compare favorably with the project Manager's estimate? Are the work hours presented reasonable for the effort required in each project task or phase? 2.0 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm done previous projects of this type and scope? RFP 7479 Southeast Community Park Page 15 of 25 Reference Evaluation (Top Rated Firm) The project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Professional responsive to client needs; did the Professional anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge a) If a study, did it meet the Scope of Work? b) If Professional administered a construction contract, was the project functional upon completion and did it operate properly? Were problems corrected quickly and effectively? RFP 7479 Southeast Community Park Page 16 of 25 VII. SECTION 7 – LOCATION MAP RFP 7479 Southeast Community Park Page 17 of 25 VIII. SECTION 8 – SAMPLE PROFESSIONAL SERVICES AGREEMENT PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and , hereinafter referred to as "Professional". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Professional agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of ( ) pages, and incorporated herein by this reference. 2. The Work Schedule. [Optional] The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of ( ) pages, and incorporated herein by this reference. 3. Contract Period. This Agreement shall commence , 200 , and shall continue in full force and effect until , 200 , unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed four (4) additional one year periods. Renewals and pricing changes shall be negotiated by and agreed to by both parties. The Denver Boulder Greeley CPIU published by the Colorado State Planning and Budget Office will be used as a guide. Written notice of renewal shall be provided to the Professional and mailed no later than ninety (90) days prior to contract end. 4. Early Termination by City. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of RFP 7479 Southeast Community Park Page 18 of 25 termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: Professional: Attn: City: City of Fort Collins Attn: PO Box 580 Fort Collins, CO 80522 With Copy to: City of Fort Collins Attn: Purchasing Dept. PO Box 580 Fort Collins, CO 80522 In the event of any such early termination by the City, the Professional shall be paid for services rendered prior to the date of termination, subject only to the satisfactory performance of the Professional's obligations under this Agreement. Such payment shall be the Professional's sole right and remedy for such termination. 5. Design, Project Indemnity and Insurance Responsibility. The Professional shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all services rendered by the Professional, including but not limited to designs, plans, reports, specifications, and drawings and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and hold harmless the City, its officers and employees in accordance with Colorado law, from all damages whatsoever claimed by third parties against the City; and for the City's costs and reasonable attorneys fees, arising directly or indirectly out of the Professional's negligent performance of any of the services furnished under this Agreement. The Professional shall maintain commercial general liability insurance in the amount of $500,000 combined single limits and errors and omissions insurance in the amount of $ . 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 RFP 7479 Southeast Community Park Page 19 of 25 costs shall not exceed ($ ). Monthly partial payments based upon the Professional's billings and itemized statements are permissible. The amounts of all such partial payments shall be based upon the Professional's City-verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's actual reimbursable expenses. [Optional] Insert Subcontractor Clause Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings, and other services rendered by the Professional shall become the sole property of the City. 6. Compensation. [Option 1] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis according to the following schedule: Hourly billing rates: Reimbursable direct costs: with maximum compensation (for both Professional's time and reimbursable direct costs) not to exceed ($ ). Monthly partial payments based upon the Professional's billings and itemized statements of reimbursable direct costs are permissible. The amounts of all such partial payments shall be based upon the Professional's City-verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's reimbursable direct costs. Final payment shall be made 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. 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 RFP 7479 Southeast Community Park Page 20 of 25 orders, and other clarification or instruction shall be directed to the City Representative. 8. 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. 9. 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. 10. 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. 11. 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. 12. 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 RFP 7479 Southeast Community Park Page 21 of 25 relieve the Professional of responsibility for the quality or technical accuracy of the work. The City's approval or acceptance of, or payment for, any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement. 13. 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. 14. 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. 15. 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. 16. 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. RFP 7479 Southeast Community Park Page 22 of 25 17. 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 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: RFP 7479 Southeast Community Park Page 23 of 25 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. Special Provisions. [Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit " ", consisting of ( ) pages, attached hereto and incorporated herein by this reference. RFP 7479 Southeast Community Park Page 24 of 25 THE CITY OF FORT COLLINS, COLORADO By: _________________________________ James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management DATE: ______________________________ ATTEST: _________________________________ City Clerk APPROVED AS TO FORM: ________________________________ Assistant City Attorney [INSERT PROFESSIONAL'S NAME] OR [INSERT PARTNERSHIP NAME] OR [INSERT INDIVIDUAL'S NAME] OR By: __________________________________ Title: _______________________________ CORPORATE PRESIDENT OR VICE PRESIDENT Date: _______________________________ ATTEST: _________________________________ (Corporate Seal) Corporate Secretary RFP 7479 Southeast Community Park Page 25 of 25 EXHIBIT CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to this Agreement (the “Agreement”), the Contractor 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 Contractor has agreed to perform, the Contractor 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 Contractor 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 Contractor shall not disclose any such information to any person not having a legitimate need-to-know for purposes authorized by the City. Further, the Contractor 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 Contractor 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 Contractor 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 Contractor ceases to perform services for the City, or the City so requests for any reason, the Contractor 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 Contractor understands and agrees that the City’s remedies at law for a breach of the Contractor’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.