HomeMy WebLinkAboutRFP - 8500 GIS PLANNING & SYSTEM CONSULTANT FOR LIGHT & POWER8500 GIS Planning & System Consultant For Light & Power Operations Page 1 of 30
REQUEST FOR PROPOSAL
8500 GIS PLANNING & SYSTEM CONSULTANT FOR LIGHT & POWER OPERATIONS
The City of Fort Collins is requesting proposals from qualified firms to provide consulting services
to assist the Utilities in 4 tasks. Firms may bid on any one or a combination of the 4 Tasks. The
tasks are:
Task 1: Develop a “Strategic and Technology Roadmap Plan” for the department of Light
& Power Operations (LPO);
Task 2: assist in developing a Request for Proposal (RFP) for GIS software;
Task 3: assist in developing a RFP for implementation of the GIS software; and
Task 4: provide Project Management Services for implementation of the software.
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. If electing to submit hard copy
proposals instead, nine (9) copies, will be received at the City of Fort Collins' Purchasing Division,
215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals must be received
before 3:00 p.m. (our clock), April 10, 2017 and referenced as Proposal No. 8500. If
delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524.
If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Please note, additional time is
required for bids mailed to the PO Box to be received at the Purchasing Office.
The City encourages all Disadvantaged Business Enterprises (DBEs) to submit proposals in
response to all requests for proposals. No individual or business will be discriminated against on
the grounds of race, color, sex, or national origin. It is the City’s policy to create a level playing
field on which DBEs can compete fairly and to ensure nondiscrimination in the award and
administration of all contracts.
Questions concerning the project should be directed to Pat Johnson, CPPB, Senior Buyer at
pjohnson@fcgov.com in written format. Please format your e-mail to include: 8500 GIS Planning
& System Consultant in the subject line. The deadline for question submittal is March 24, 2017
at 4:00 pm. The deadline to request Attachments B & C is also March 24, 2017 at 4:00 pm.
A copy of the RFP may be obtained at http://www.bidnetdirect.com/colorado/city-of-fort-collins.
The City of Fort Collins is subject to public information laws, which permit access to most records
and documents. Proprietary information in your response must be clearly identified and will be
protected to the extent legally permissible. Proposals may not be marked ‘Proprietary’ in their
entirety. All provisions of any contract resulting from this request for proposal will be public
information.
New Vendors:
The City requires new vendors receiving awards from the City to fill out and submit an IRS form
W-9 and to register for Direct Deposit (Electronic) payment. If needed, the W-9 form and the
Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at
www.fcgov.com/purchasing under Vendor Reference Documents.
Financial Services
Purchasing Division
215 N. Mason St. 2nd Floor
PO Box 580
Fort Collins, CO 80522
970.221.6775
970.221.6707
fcgov.com/purchasing
8500 GIS Planning & System Consultant For Light & Power Operations Page 2 of 30
Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a
financial interest in the sale to the City of any real or personal property, equipment, material,
supplies or services where such officer or employee exercises directly or indirectly any decision-
making authority concerning such sale or any supervisory authority over the services to be
rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift,
gratuity favor, entertainment, kickback or any items of monetary value from any person who has
or is seeking to do business with the City of Fort Collins is prohibited.
Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be
rejected and reported to authorities as such. Your authorized signature of this proposal assures
that such proposal is genuine and is not a collusive or sham proposal.
The City of Fort Collins reserves the right to reject any and all proposals and to waive any
irregularities or informalities.
Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow other
state and local governmental agencies, political subdivisions, and/or school districts to utilize the
resulting award under all terms and conditions specified and upon agreement by all parties.
Usage by any other entity shall not have a negative impact on the City of Fort Collins in the
current term or in any future terms.
Sustainability: Consulting firms/teams participating in the proposal are to provide an overview of
the organization’s philosophy and approach to Sustainability. In no more than two (2) pages
please describe how your organization strives to be sustainable in the use of materials,
equipment, vehicles, fuel, recycling, office practices, etc. The City of Fort Collins incorporates the
Triple Bottom Line into our decision process by including economic (or financial), environmental,
and social factors in our evaluation.
The selected Service Provider shall be expected to sign the City’s standard Agreement without
revision prior to commencing Services (see sample attached to this Proposal).
Sincerely,
Gerry S. Paul
Purchasing Director
8500 GIS Planning & System Consultant For Light & Power Operations Page 3 of 30
I. BACKGROUND AND OBJECTIVE
The City of Fort Collins Utilities Light and Power Organization (LPO) designs and operates the
City’s electric infrastructure to homes and businesses. LPO covers approximately fifty-five square
miles with 99% underground and approximately 1,851 miles of distribution lines. LPO has 70,500
metered accounts (62,000+ residential and 8,500+ commercial).
Technologies that are used within the electric utility environment are rapidly changing. One such
example has been LPO’s investment in a smart grid network called the Advanced Metering Fort
Collins (AMFC) Program. Many of the critical systems that form the basis of a smart grid network
rely on the geospatial technology plan. LPO recognizes the benefits of moving to an Enterprise-
wide platform to support geographic data sharing and analysis.
A fully functional Geographic Information System (GIS) is a foundational asset of the modern
utility because many of the critical systems that form the basis of the smart grid rely on the GIS
geo-referenced connectivity model. As LPO migrates from CAD/Mapping-based processes to an
enterprise GIS platform, we will rely upon location awareness. Consequently, LPO will be
undergoing a migration from the current AutoCAD and multiple Microsoft Access Databases to
an enterprise database-based ArcGIS solution.
The City of Fort Collins Utilities is implementing a comprehensive asset management system for
asset lifecycle, work order, and maintenance management. This system, Maximo, has been
deployed at our Water Treatment Plants, with implementation in Water Field Operations
occurring next and LPO being implemented last. DataSplice has been selected as the mobile
solution for all Fort Collins Utilities including LPO. DataSplice will provide two core
functionalities; Maximo work order completion and viewing of all utility GIS layers. Other mobile
solutions will be considered.
Maximo servers use Windows 2012 and Oracle 12.1.0.2 and Mobile devices are using
Windows 7 through 10.
LPO is planning on upgrading from our current CAD based mapping to ESRI based mapping and
from various Access applications to Maximo for work order and asset management.
LPO must have a functional GIS platform before Maximo can be fully utilized, thus the need for
this RFP. Maximo will assist our electric utility field operations crews in performing maintenance
on equipment, assets and property. Attachment A: Fort Collins Utilities Mapping - Maximo
Integration Project depicts a proposed solution to migrate the current LPO project engineering
work orders and mapping system in coordination with the integration of Maximo.
LPO currently has over twenty custom Microsoft Access Databases integrated across the
functional areas which intersect with the daily operations; City Planning, Distribution Design,
Electric Field Services, Warehouse and Finance, (Reference Attachment B: LPO Asset Data
Lifecycle Shown Through the Work Order Process, NOTE: all Access Databases are not
represented). The complexities of the existing landscape are outlined in Attachment C: Fort
Collins Utilities Application Landscape Light and Power.
Attachments B & C will be shared with Consultants after they have signed a Non-Disclosure
Agreement. A sample Non-Disclosure is attached to this RFP. Consultants wishing to receive the
attachments will contact Pat Johnson, CPPB, Senior Buyer at pjohnson@fcgov.com via email.
Please format your e-mail to include: 8500 GIS Planning & System Consultant in the subject
line. Consultants will be required to return Attachments B & C with their proposals.
8500 GIS Planning & System Consultant For Light & Power Operations Page 4 of 30
In the near term, LPO will concentrate on the deployment of a GIS platform however an overall
Strategic and Operational Technology Roadmap is desired first, to ensure smooth evolution
toward a full Advanced Distribution Management System (ADMS). LPO has budgeted through
the 2017-2018 timeframe to select consulting services to assist in the development of a Strategic
and Operational Technology Roadmap. However, the ultimate goal is an ADMS in our System
Control and Operations (SCO) – SCADA center.
The objective of this Request for Proposal (RFP1) is for LPO to hire a firm to provide consulting
services to complete a combination of the 4 Tasks outlined within the “Scope of Proposal,
Section II” below.
The successful candidate(s) may bid on any one or a combination of the 4 Tasks detailed
within Section II. NOTE: If you assist in writing RFP2 and/or RFP3, you will not be eligible to
respond to the RFP your firm contributed to writing.
II. SCOPE OF PROPOSAL
A. Scope of Work
The following lists may not be all inclusive, the full scope of each Task will be negotiated at the
beginning of each Task, but will include the following at a minimum.
Task 1: Develop a “Strategic and Technology Roadmap Plan”. The selected Consultant from
this RFP will assist with the creation and project management of a concise, long-term
“Strategic and Technology Roadmap Plan” (Roadmap Plan). Maximo and ESRI are to be the
core software solutions on which other software selections will be based. The Roadmap Plan
will include the following:
1. A project implementation timeline of the following business drivers:
a. Support daily electric system operations (Switching, OMS, ADMS)
b. Support graphical work order design
c. Support the fiber management system (ArcFM Fiber)
d. Support system planning and reporting of preventative maintenance activities
e. Advanced mobile GIS (live map updates and field OMS capabilities)
f. Future GIS distributive generation functionality
g. Other software applications and integrations that are determined by business process
workflow evaluation
2. Evaluate and make recommendations for redesign of all LPO business process
workflows; reference Attachment B: “LPO Asset Data Lifecycle Work Order Process”;
3. Evaluate current GIS, work order, and operational data sources and recommend a
process for data conversion. GIS conversion from CAD/databases to ESRI is of primary
concern.
4. Evaluate intersection points with other City-wide departments and systems.
Task 2: Assist LPO in the development of RFP2. RFP2 will be the solicitation of a GIS/ADMS
solution and other operational criteria stipulated within the “Roadmap Plan” and include the
following:
1. Guide in the development of RFP requirements as outlined in the Roadmap;
2. Assist in the creation of the Scope of Work;
3. Provide education and background sessions to further educate Fort Collins staff;
8500 GIS Planning & System Consultant For Light & Power Operations Page 5 of 30
4. Consultant will prepare demonstration scripts and questions for evaluation of the
shortlisted firms;
5. Consultant may be asked to guide City’s evaluation team through the review of proposals
received. Included would be a written evaluation as well as demonstrations.
6. Oversee the software selection to ensure the proper interactions and interdependencies
with Maximo and ESRI, Customer Billing, and other interfaces.
7. Consultants may be asked to provide guidance to Staff in strategizing for contract
negotiations, including Scope of Work.
Task 3: Assist LPO in the development of RFP3. RFP3 will be the solicitation for implementation
services for the software selected in RFP2 and data conversion of the existing CAD based data
to the ESRI format and includes the following:
1. Guide in the development of RFP3 requirements as outlined in the Roadmap:
2. Assist in the creation of the Scope of Work;
3. Questions for evaluation of the shortlisted firms;
4. Consultant may be asked to guide City’s evaluation team through the review of proposals
received. Included would be a written evaluation as well as demonstrations;
5. Oversee LPO’s selection of an implementation firm to ensure the proper interactions and
interdependencies with Maximo and ESRI, Customer Billing and other interfaces.
6. Consultants may be asked to provide guidance to Staff in strategizing for contract
negotiations, including Scope of Work.
Task 4: Provide Project Management Services to oversee the selected Vendor(s) from RFP2
and RFP3 to implement the following:
1. Project Execution Plan;
2. Project implementation methodology;
3. LPO business process workflows from Task 1;
4. Project timeline and tracking methodology;
5. Project budget and tracking methodology;
6. Project testing plans and tracking (Requirements Traceability Matrix);
7. Training plans and execution of training;
8. Integration with DataSplice and GIS for crew mobility;
9. Overview of key implementation milestones;
10. Oversee configuration workshops;
11. Consultant will assist Staff in preparing presentations to management;
12. use case studies and other experience to help explain decisions and rationale;
13. quality assurance of software deployment including conversion of existing mapping data;
14. Collaborate with and support an organizational change management plan developed and
implemented by the Utilities Customer Connections Department.
8500 GIS Planning & System Consultant For Light & Power Operations Page 6 of 30
B. Deliverables/Milestones
The City of Fort Collins agrees to pay the awarded Consultant(s) for work based on the
milestones and phases agreed upon in the contract scope of work. Consultants shall propose
recommended milestones.
C. Minimum Mandatory Qualifications of Offeror
Consultant must provide adequate input supporting experience to meet minimum mandatory
qualification on a Task by Task basis. If it is concluded by Fort Collins Utilities that
Consultant’s proposal does not meet the Minimum Mandatory Qualifications, the proposal will
be considered non-responsive and will not receive any further consideration. This review shall
be based on the sole determination of Fort Collins Utilities and the conclusions of this review
shall be final.
Consultant is advised that they shall not have the opportunity to address any deficiencies after
their proposal has been submitted. Proposal should be complete and clearly include the
required information described below.
Task 1:
1. Experience with minimum of three electric distribution projects within the past five
years:
• Developing a long range Strategic and Operational Technology Roadmap plan;
• Electric process workflow re-engineering; Experience in conducting GIS user
needs analysis and guiding the development, goals and objectives to improve
efficiency and effectiveness;
• Third party CMMS software integration;
• Up to date experience and detailed knowledge of challenges facing distribution
utilities in the next 10 years. (e.g., distributed generation, electric vehicle
strategies, energy storage).
2. Experience with formats supported by the ESRI ArcGIS and ArcGIS Pro software
within the past five years.
Task 2:
Experience with minimum of three electric distribution projects within the past five years
writing software RFPs.
Task 3:
Experience with minimum of three electric distribution projects within the past five years
writing implementation service RFPs.
Task 4:Experience with minimum of three electric distribution projects within the past five
years facilitating GIS services for utilities and local governments.
D. Conflict Of Interest Disclosure
LPO is committed to objectivity, full disclosure and protection of proprietary information in all
its procurement practices. If it is concluded by LPO that Consultant may be influenced by a
past or current relationship or circumstance, the proposal will be considered non-responsive
and will not receive any further consideration. This review shall be based on the sole
determination of Fort Collins Utilities and the conclusions of this review shall be final.
8500 GIS Planning & System Consultant For Light & Power Operations Page 7 of 30
Consultant is advised that they shall not have the opportunity to address any deficiencies after
their proposal has been submitted. Proposal should be complete and clearly include the
required information described below.
NOTE: If a project team made up of individuals from more than one organization is being
proposed, address the following questions in the context of each separate
organization/staffing resource included in the collective team proposal.
Accordingly, Consultants shall:
1. Disclose any current or recent (within the last two years) contractual relationship
with any supplier of GIS software or support technologies.
2. Explain any “partnering” relationships with any GIS software or GIS support
technologies and or Consultants/vendors.
3. For the current company personnel only, cite their Mobile applications, Spatial and
Mapping applications experience. NOTE: If you assist in writing RFP2 and/or
RFP3, you will not be eligible to respond to the RFP your firm contributed to
writing.
E. Cost and Work Hours
Table 1 is titled “Personnel and Associated Estimated Hours”. It details each of the “4 Tasks”
and their respective sub-tasks. Once the perspective candidate(s) submit their proposals; City
Staff will review each proposal to compare estimated labor hours to determine competitive
schedule/ project milestones. The pricing and hours submitted shall be the basis for award of
each task.
F. Schedule
Utilities have established the target schedule shown below for the RFP. Utilities reserve the
right to amend the target schedule at any time.
RFP issuance March 16, 2017
Questions Due March 24, 2017
Requests for Attachments B & C Due March 24, 2017
Proposal due date April 10, 2017
Interviews May 2, 3, & 4, 2017
Contract(s) start date (tentative) June 5, 2017
RFP1 & RFP2 issued (tentative) Fall 2017
G. Interviews
In addition to submitting a written proposal, finalists may be interviewed by the City of Fort
Collins and asked to participate in an oral presentation about their company and approach to
the project.
In the event your firm is selected to proceed to an oral interview phase, travel onsite to Fort
Collins is required. The dates of the interviews are fixed in the schedule above. Should your
firm have a conflict, please document that in the Executive Summary of your response. The
primary Project Manager who will be working with us on this project will be expected to be at
the interview.
H. Travel & Expenses
Consultants are to provide a list of fees for reimbursable expenses. Reasonable expenses will
be reimbursable as per the attached Fort Collins Expense Guidelines. Receipts will be
required.
8500 GIS Planning & System Consultant For Light & Power Operations Page 8 of 30
I. Non-Disclosure Agreement
A sample copy of the Non-Disclosure Agreement the City will use for the services specified in
this RFP is included for your review. The attached agreement is only a sample and is not to
be completed as part of the proposal submittal.
J. Use of Sub-consultants/Partners
There may be areas for use of sub-consultants or partners from the award of this RFP.
Consultants will be responsible for identifying the sub-consultants necessary during the scope
of work negotiation.
Please keep in mind that the City will contract solely with your company, therefore sub-
consultants/partners remain your sole responsibility.
K. RFP for Additional Services to Complete the Project
In the event that the selected firm writes any applicable RFPs for related work under this
agreement, the firm will not be able to respond to those RFPs or provide the work being
requested through said RFPs.
L. Financial Statement (Confidential)
Firms are to submit the following information in a separate file for review by the Director of
Purchasing. Documents listed here will be kept confidential.
Provide a recent financial statement (audited if possible) including balance sheet and income
statement showing:
1. Current assets
2. Other assets
3. Current liabilities
4. Other liabilities
5. Fixed assets and equipment
6. Banking Reference (Provide name, address and phone number) Current assets
7. Other assets
8. Current liabilities
9. Other liabilities
10. Fixed assets and equipment
11. Banking Reference (Provide name, address and phone number)
III. PROPOSAL SUBMITTAL
For this section, Consultants are required to provide detailed written responses to the following
items in the order outlined below. The responses shall be considered technical offers of what
Consultants propose to provide and shall be incorporated in the contract award as deemed
appropriate by LPO. A proposal that does not include all of the information required may be
deemed incomplete and may be subject to rejection. Each task may require a response to each of
these questions. It is the responding firm’s responsibility to provide answers unique to each
Task your firm is proposing to provide services for.
Limit the total length of your proposal to a maximum of 100 pages (8.5 x 11” only) (excluding
covers, table of contents, dividers, sustainability response, 11x17” Table 1 and proposal
acknowledgement form). The Fee Schedule may be 11 x 17” if necessary (2 pages). 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.
8500 GIS Planning & System Consultant For Light & Power Operations Page 9 of 30
The Director of Purchasing may reject proposals received that are longer than 100 pages in
length. If choosing to submit hardcopy Proposals, Consultant shall use recycled paper wherever
possible.
Consultants are required to return Attachments B & C as a separate document with their
proposals.
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.
B. Consultant Information
The Consultant should provide the following information:
1. Primary contact information for the company including contact name(s) and title(s), mailing
address(s), phone number(s), and email address(s).
2. Describe the Company’s business and background, including the size, location, capacity,
type of firm, details about ownership and year established.
3. Describe the company’s structure, including an organizational chart containing the names
of all key personnel and sub consultants with titles and their specific task assignment for
this Agreement shall be provided in this section. If a project team made up of individuals
from more than one organization is being proposed, provide a second project organization
chart clearly identifying separate individuals being proposed and related organizational
affiliation of each.
4. Complete the Proposal Acknowledgement form.
C. Minimum Mandatory Qualifications
Clearly state in this section or clearly identify where in the proposal Consultant believes they have
fulfilled each and all of the Minimum Mandatory Qualifications as listed above.
Please note: If it is concluded by LPO that Consultant’s proposal does not meet the Minimum
Mandatory Qualifications the proposal will be considered non-responsive and will not receive any
further consideration. This review shall be based on the sole determination of LPO and the
conclusions of this review by Fort Collins shall be final.
D. Conflict Of Interest Disclosure
Address each specific item listed under the Conflict of Interest Disclosure above.
Please note: If it is concluded by LPO that Consultant’s proposal has a Conflict of Interest, the
proposal may be considered non-responsive and will not receive any further consideration. This
review shall be based on the sole determination of LPO and the conclusions of this review by Fort
Collins shall be final.
E. Scope of Proposal
1. Provide a narrative of the project methodology your firm proposes to use if awarded the
contract. The narrative should include the following for each of the 4 Tasks your firm is
proposing to provide:
a. Include the methodology that will be used;
b. Your firm’s experience implementing enterprise solutions in the public sector;
c. The scope should identify Consultant responsibilities;
8500 GIS Planning & System Consultant For Light & Power Operations Page 10 of 30
d. City responsibilities;
e. Deliverables/milestones for each task;
f. Description of the expected level of effort (time and roles) from your firm;
g. Identify what portion of work, if any, may be subcontracted;
h. What you expect the City to provide for each task; and
i. Any options that may be beneficial for Utilities to consider.
2. Provide examples of project status reports.
3. Detail risk factors to be considered, major issues and significant dependencies to be
considered. Consultants are to provide an estimated number of trips per phase consistent
with the Consultant’s methodology.
F. Firm Capability/Assigned Personnel
The narrative should include the following for each of the 4 Tasks your firm is proposing to
provide.
1. Firm
a. Provide your firm’s qualifications to perform the consulting services described.
b. Some functions of this project may require the use of sub-consultants. If you intend
to utilize sub-consultants you must list each and provide resumes for their key
personnel. Provide examples of at least two projects where you’ve worked with
your sub-consultants. List the sub-consultant firm(s) for this Agreement, their
area(s) of expertise, and include all other applicable information herein requested
for each sub-consultant. Identify what portion of work, if any, may be sub-
contracted. Provide examples of at least two projects where you’ve worked with
your sub-consultants.
c. Provide details on your firm’s commitment to quality and attention to detail. Explain
the processes your team will use to assure delivery of a high quality finished
product.
d. Describe the anticipated interaction with the City. Include any resources
(personnel, office space, wifi, etc.) you would expect City staff to provide.
e. Detail recent experience your firm and proposed team has related to the scope of
work as described in each of the 4 Tasks.
f. Describe how the project would be managed and who would have primary
responsibility for its timely and professional completion.
g. A list of similar projects completed in the last five (5) years by the key members of
the proposed team.
h. References (current contact name, current telephone number and email address)
from at least three similar projects with utility experience that have been completed
within the past five (5) years and that have involved the staff proposed to work on
this project. Provide a description of the work performed.
i. Cite experience in the investor owned/public power sector and familiarity with
Maximo/DataSplice projects by other utilities.
j. Discuss any recent gains or losses of technical, engineering, or management
personnel.
k. Disclose any current or past litigation, contractual disputes or early terminations as
related to over payment or performance.
2. Individuals
a. List of Project Personnel: This list should include the identification of the contact
person with primary responsibility for this Agreement, the personnel proposed for
8500 GIS Planning & System Consultant For Light & Power Operations Page 11 of 30
this Agreement, and any supervisory personnel, including partners and/or sub
consultants, and their individual areas of responsibility.
b. A resume for each professional and technical person assigned to the Agreement,
including partners and/or sub-consultants, shall be submitted. The résumés shall
include at least three individual references from previous assignments. Please limit
resumes to one page.
c. Experience importing CAD files into GIS datasets.
d. Current and detailed knowledge of all ESRI based distribution utility Consultant
offerings.
e. Experience in the use of ESRI based software that includes a series of tools and
functionality to support electric utility workflows.
f. Experience in development of GIS standards, training and guidance for GIS.
g. Experience with third party CMMS software, to provide usability and integration
with other resource data.
h. Knowledge & experience in implementing networked connected and disconnected
maps on mobile devices for utility crews.
i. Knowledge & experience in updating all existing GIS data based on construction
drawings, as-builts and GPS data.
j. Experience in the development and maintenance of geometric networks as it
relates to the electric utilities.
k. Experience in working with GIS data and applications using the latest versions of
Oracle and Microsoft Access.
G. Sustainability/TBL Methodology
In no more than two (2) pages please describe how your organization strives to be sustainable in
the use of materials, equipment, vehicles, fuel, recycling, office practices, etc.. Address how your
firm incorporates Triple Bottom Line (TBL) into the workplace, see below in Section IV: Review
and Assessment for additional information.
H. Availability
The narrative should include the following for each of the 4 Tasks your firm is proposing to
provide:
1. Can the work be completed in the necessary timeframe?
2. Can the target start and completion dates be met?
3. Are other qualified personnel available to assist in meeting the project schedule if
required?
4. Is the project team available to attend meetings as required by the Scope of Work?
5. Provide an outline of the Consultant’s schedule for completing tasks in GANTT format.
Include a statement specifically as to whether or not your firm can meet our
implementation timeline.
6. Describe the methods of communication your firm will use with the City’s Project Manager
and other parties.
7. How will you seamlessly engage with current project activities and tasks at Fort Collins?
8. Provide a summary of typical durations to complete each step.
9. Describe other current project commitments and demonstrate that ample expert personnel
are available to meet Utility’s needs.
8500 GIS Planning & System Consultant For Light & Power Operations Page 12 of 30
I. Cost and Work Hours
Complete Table 1 “Personnel and Associated Estimated Hours”.
In addition to completing Table 1, Consultants are asked to include the following for each of the 4
Tasks your firm is proposing to provide:
1. All direct costs (i.e., travel, printing, postage, etc.) specifically attributed to the project and
not included in the billing rates must be identified. Travel expenses will be reimbursable as
per the attached Fort Collins Expense Guidelines. Consultant will be required to provide
original receipts to the City for all travel expenses.
2. Consultant shall include a current fee schedule. Fee schedule will be used as a basis for
determining fees should additional services be necessary. A fee schedule for sub-
consultants, if used, shall be included.
J. Additional Information
Provide any information that distinguishes Consultant from its competition and any additional
information applicable to this RFP that might be valuable in assessing Consultant’s proposal.
IV. REVIEW AND ASSESSMENT
A. Selection Process
The evaluation process is anticipated to be a multistep process that will lead to a narrowing of
Consultants in each step for final consideration and selection. Depending upon number of
qualified proposals and results of evaluations, individual steps described below may be combined
or modified as Fort Collins determines is in the best interest of the Fort Collins selection process.
Anticipated steps in the selection process are:
1. Evaluation based on Consultant’s written proposal.
2. Evaluation based on Consultant Interviews, including Best and Final Offer (BAFO).
3. Evaluation based on Reference calls.
B. Evaluation
Firms will be evaluated on the following criteria. These criteria will be the basis for review and
assessment of the written proposals, the Best and Final Offer (BAFO) and the 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.
This review shall be based on the sole determination of Fort Collins Utilities and the conclusions
of this review by Fort Collins shall be final.
WEIGHTING
FACTOR QUALIFICATION STANDARD
2.0 Scope of Proposal
Does the proposal follow proposal format directions,
adequately address all topics and show an understanding
of the project objectives, methodology to be used and
results that are desired from the project? Are there any
exceptions to the specifications, Scope of Work, or
agreement?
8500 GIS Planning & System Consultant For Light & Power Operations Page 13 of 30
3.0
Firm
Capability/Assigned
Personnel
Do the persons who will be working on the project have
the necessary skills, knowledge and abilities? Are
sufficient people of the requisite skills assigned to the
project? Do the assigned personnel have past
experience working with utilities and guiding other similar
programs and projects to successful implementation and
operation? What has been their demonstrated success
rate in delivering quality results in prior engagements?
Does the firm have the resources, financial strength,
capacity and support capabilities required to successfully
complete the project on-time and in-budget? Do the
firm’s personnel have past experience in implementing
and operational support of other similar programs and
projects to successful completion? What has been the
success rate in delivering quality results in prior
engagements? Does the firm have broad and deep
relevant technical skills? Has the firm successfully
completed previous projects of this type and scope?
1.0 Availability
Can resources start on the project immediately? 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? Is indicated availability supported by others
experience with firm?
1.0 Sustainability/TBL
Methodology
Does the firm demonstrate a commitment to
Sustainability and incorporate Triple Bottom Line
methodology in both their Scope of Work for the project,
and their day-to-day business operating processes and
procedures?
2.0
Cost and
Work Hours
How do the cost and work hours compare among
proposals as related to level of effort (hours) required
and demonstrate understanding of work effort required?
Are work hours presented adequate and reasonable for
the effort required in each project task or phase? Does
the proposal included detailed cost break-down for each
cost element as applicable and are the line-item costs
competitive?
Definitions
Sustainable Purchasing is a process for selecting products or services that have a lesser or
reduced negative effect on human health and the environment when compared with competing
products or services that serve the same purpose. This process is also known as
“Environmentally Preferable Purchasing” (EPP), or “Green Purchasing”.
The Triple Bottom Line (TBL) is an accounting framework that incorporates three dimensions of
performance: economic, or financial; environmental, and social. The generally accepted definition
8500 GIS Planning & System Consultant For Light & Power Operations Page 14 of 30
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.”
C. Best and Final Offer
At the time of interviews, Consultants will have the opportunity to improve the value of the
proposal for services being submitted to the City.
D. REFERENCE EVALUATION (TOP RATED FIRM)
LPO may 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?
8500 GIS Planning & System Consultant For Light & Power Operations Page 15 of 30
EXHIBIT A
PROPOSAL ACKNOWLEDGEMENT
Consultant hereby acknowledges receipt of the City of Fort Collins Utilities’ Request for Proposal and
acknowledges that it has read and agrees to be fully bound by all of the terms, conditions and other provisions
set forth in the RFP. Additionally, the Consultant hereby makes the following representations to Utilities:
a. All of the statements and representations made in this proposal are true to the best of the Consultant’s
knowledge and belief.
b. The Consultant has obtained all necessary authorizations and approvals that will enable the Consultant
to commit to the terms provided in this proposal.
c. This proposal is a firm and binding offer, for a period of 180 days from the date hereof.
d. I further agree that the method of award is acceptable to my company.
e. I also agree to complete the proposed Agreements with the City of Fort Collins within 30 days of notice
of award.
f. If 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:
8500 GIS Planning & System Consultant For Light & Power Operations Page 16 of 30
EXHIBIT B
PROFESSIONAL SERVICES AGREEMENT
WORK ORDER
THIS AGREEMENT made and entered into the day and year set forth below, by and between THE
CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and
, hereinafter referred to as the "Professional".
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between
the parties hereto as follows:
1. Scope of Services. The Professional agrees to provide services in accordance with any project Work
Orders for RFP issued by the City. A blank sample of a work order is attached hereto as Exhibit "A",
consisting of one (1) page and is incorporated herein by this reference. No Work Order shall exceed
$ . A general scope of services is attached hereto as Exhibit “B”, consisting of ( )
page and is incorporated herein by this reference. The City reserves the right to independently bid
any project rather than issuing a Work Order to the Professional for the same pursuant to this Agreement.
Irrespective of references in Exhibit A to certain named third parties, the Professional shall be solely
responsible for performance of all duties hereunder. The term “Work” as used in this Agreement shall
include the services and deliverables contained in Exhibit A and any Work Orders issued by the City.
2. The Work Schedule. The services to be performed pursuant to this Agreement shall be performed in
accordance with the Work Schedule stated on each Work Order.
3. Time of Commencement and Completion of Services. The services to be performed pursuant to this
Agreement shall be initiated as specified on each Work Order. Time is of the essence. Any extensions
of any time limit must be agreed upon in writing by the parties hereto.
4. Contract Period. This Agreement shall commence , 20 , and shall continue in full force and
effect until , 20 , unless sooner terminated as herein provided. In addition, at the option of
the City, the Agreement may be extended for additional one year periods not to exceed ( )
additional one year periods. Renewals and pricing changes shall be negotiated by and agreed to by both
parties. Written notice of renewal shall be provided to the Professional and mailed no later than thirty
(30) days prior to contract end.
5. Early Termination by City. Notwithstanding the time periods contained herein, the City may terminate this
Agreement at any time without cause by providing written notice of termination to the Professional. Such
notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice
unless otherwise agreed in writing by the parties.
All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to
the following addresses:
Professional: City: Copy to:
Attn:
City of Fort Collins
Attn:
PO Box 580
Fort Collins, CO 80522
City of Fort Collins
Attn: Purchasing Dept.
PO Box 580
Fort Collins, CO 80522
In the event of any such early termination by the City, the Professional shall be paid for services rendered
prior to the date of termination, subject only to the satisfactory performance of the Professional's
obligations under this Agreement. Such payment shall be the Professional's sole right and remedy for
such termination.
6. 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
8500 GIS Planning & System Consultant For Light & Power Operations Page 17 of 30
by the Professional, including but not limited to designs, plans, reports, specifications, and drawings and
shall, without additional compensation, promptly remedy and correct any errors, omissions, or other
deficiencies. The Professional shall indemnify, save and hold harmless the City, its officers and
employees in accordance with Colorado law, from all damages whatsoever claimed by third parties
against the City; and for the City's costs and reasonable attorney’s fees, arising directly or indirectly out of
the Professional's negligent performance of any of the services furnished under this Agreement. The
Professional shall maintain insurance in accordance with Exhibit , consisting of one (1) page,
attached hereto and incorporated herein.
7. 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 the Professional a fixed fee in the amount
of ($ ) plus reimbursable direct costs. All such fees and costs shall not exceed
($ ), in accordance with Exhibit “ ”, consisting of ( ) page , attached hereto
and incorporated herein. Monthly partial payments based upon the Professional's billings and itemized
statements are permissible. The amounts of all such partial payments shall be based upon the
Professional's City-verified progress in completing the services to be performed pursuant hereto and
upon the City's approval of the Professional's actual reimbursable expenses. [Optional] Insert
Subcontractor Clause Final payment shall be made following acceptance of the Work by the City. Upon
final payment, all designs, plans, reports, specifications, drawings, and other services rendered by the
Professional shall become the sole property of the City.
8. Compensation. [Option 1] In consideration of the services to be performed pursuant to this Agreement,
the City agrees to pay Professional on a time and reimbursable direct cost basis in accordance with
Exhibit “ ”, consisting of ( ) page , attached hereto and incorporated herein, with
maximum compensation (for both 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.
9. License. Upon execution of this Agreement, the Professional grants to the City an irrevocable license to
use any and all sketches, drawings, specifications, designs, blueprints, data files, calculations, studies,
analysis, renderings, models and other Work Order deliverables (the “Instruments of Service”), in any
form whatsoever and in any medium expressed, for purposes of constructing, using, maintaining, altering
and adding to the project, provided that the City substantially performs its obligations under the
Agreement. The license granted hereunder permits the City and third parties reasonably authorized by
the City to reproduce applicable portions of the Instruments of Service for use in performing services or
construction for the project. In addition, the license granted hereunder shall permit the City and third
parties reasonably authorized by the City to reproduce and utilize the Instruments of Service for similar
projects, provided however, in such event the Professional shall not be held responsible for the design to
the extent the City deviates from the Instruments of Service. This license shall survive termination of the
Agreement by default or otherwise.
10. City Representative. The City will designate, prior to commencement of the Work, its project
representative who shall make, within the scope of his or her authority, all necessary and proper
decisions with reference to the project. All requests for contract interpretations, change orders, and other
clarification or instruction shall be directed to the City Representative.
11. Project Drawings. Upon request 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 quality, 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 owner in and AutoCAD version no older then the established City standard. The
Professional acknowledges the City is a governmental entity subject to the Colorado Open Records Act,
8500 GIS Planning & System Consultant For Light & Power Operations Page 18 of 30
C.R.S. §§ 24-72-200.1, et seq. (the “CORA”), and documents in the City’s possession may be considered
public records subject to disclosure under the CORA.
12. Monthly Report. Commencing thirty (30) days after the date of execution of this Agreement and every
thirty (30) days thereafter, the 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.
13. Independent Contractor. The services to be performed by the 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 the Professional's compensation hereunder for the payment of FICA, Workers'
Compensation, other taxes or benefits or for any other purpose.
14. Subcontractors. The Professional may not subcontract any of the Work set forth in the Exhibit A,
Statement of Work without the prior written consent of the city, which shall not be unreasonably withheld.
If any of the Work is subcontracted hereunder (with the consent of the City), then the following provisions
shall apply: (a) the subcontractor must be a reputable, qualified firm with an established record of
successful performance in its respective trade performing identical or substantially similar work, (b) the
subcontractor will be required to comply with all applicable terms of this Agreement, (c) the subcontract
will not create any contractual relationship between any such subcontractor and the City, nor will it
obligate the City to pay or see to the payment of any subcontractor, and (d) the Work of the subcontractor
will be subject to inspection by the City to the same extent as the Work of the Professional.
The Professional shall require all subcontractors performing Work hereunder to 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 Professional shall maintain a copy of each subcontract’s certificate evidencing the
required insurance. Upon request, the Professional shall promptly provide the City with a copy of such
certificate(s).
15. 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.
16. Acceptance Not Waiver. The City's approval of drawings, designs, plans, specifications, reports, and
incidental work or materials furnished hereunder shall not in any way relieve the Professional of
responsibility for the quality or technical accuracy of the Wtork. 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.
17. 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.
18. 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.
19. 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
8500 GIS Planning & System Consultant For Light & Power Operations Page 19 of 30
inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns
of said parties.
20. 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.
21. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., the
Professional represents and agrees that:
a. As of the date of this Agreement:
1. The Professional does not knowingly employ or contract with an illegal alien who will perform work
under this Agreement; and
2. The 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. The 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. The 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 the Professional obtains actual knowledge that a subcontractor performing work under this
Agreement knowingly employs or contracts with an illegal alien, the Professional shall:
1. Notify such subcontractor and the City within three days that the 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 the 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. The 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 the 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, the Professional shall be liable for actual and consequential damages to the City arising
out of the 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 the Professional violates this provision of this
Agreement and the City terminates the Agreement for such breach.
22. Red Flags Rules. The Professional must implement reasonable policies and procedures to detect,
prevent and mitigate the risk of identity theft in compliance with the Identity Theft Red Flags Rules found
8500 GIS Planning & System Consultant For Light & Power Operations Page 20 of 30
at 16 Code of Federal Regulations part 681. Further, the Professional must take appropriate steps to
mitigate identity theft if it occurs with one or more of the City’s covered accounts and must as
expeditiously as possible notify the City in writing of significant breeches of security or Red Flags to the
Utilities or the Privacy Committee.
23. 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.
THE CITY OF FORT COLLINS, COLORADO
By:
Gerry Paul
Purchasing Director
DATE:
ATTEST:
APPROVED AS TO FORM:
PROFESSIONAL'S NAME
By:
Printed:
Title:
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
8500 GIS Planning & System Consultant For Light & Power Operations Page 21 of 30
EXHIBIT
WORK ORDER FORM
PURSUANT TO AN AGREEMENT BETWEEN
THE CITY OF FORT COLLINS
AND
DATED:
Work Order Number:
Purchase Order Number:
Project Title:
Original Bid/RFP Project Number & Name:
Commencement Date:
Completion Date:
Maximum Fee: (time and reimbursable direct costs):
Project Description:
Scope of Services:
The Professional agrees to perform the
services identified above and on the attached
forms in accordance with the terms and
conditions contained herein and in the
Professional Services Agreement between
the parties. In the event of a conflict between
or ambiguity in the terms of the Professional
Services Agreement and this Work Order
(including the attached forms) the
Professional Services Agreement shall
control.
The attached forms consisting of
( ) page(s) are hereby accepted and
incorporated herein, by this reference, and
Notice to Proceed is hereby given.
PROFESSIONAL
By:_______________________________
Date:_____________________________
CITY OF FORT COLLINS
Submitted By: _________________________
Project Manager
Date: _________________________
Reviewed by: _________________________
Senior Utility Engineer
Date: _________________________
Approved by: _________________________
Water Engineering & Field Services
Operations Manager
Date: ________________________
Approved by: _________________________
Utilities General Manager
(over $1,000,000)
Date: ________________________
Approved by: _________________________
Purchasing Director (if over $60,000)
Date: _______________________
8500 GIS Planning & System Consultant For Light & Power Operations Page 22 of 30
EXHIBIT
INSURANCE REQUIREMENTS
1. The Professional will provide, from insurance companies acceptable to the City, the insurance
coverage designated hereinafter and pay all costs. Before commencing Work under this bid, the
Professional shall furnish the City with certificates of insurance showing the type, amount, class of
operations covered, effective dates and date of expiration of policies, and containing substantially the
following statement:
“The insurance evidenced by this Certificate will not reduce coverage or limits and will not be
cancelled, except after thirty (30) days written notice has been received by the City of Fort
Collins.”
In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take
out and maintain, at the expense of the Professional, such insurance as the City may deem proper and
may deduct the cost of such insurance from any monies which may be due or become due the
Professional under this Agreement. The City, its officers, agents and employees shall be named as
additional insureds on the Professional 's general liability and automobile liability insurance policies for
any claims arising out of Work performed under this Agreement.
2. Insurance coverages shall be as follows:
A. Workers' Compensation & Employer's Liability. The Professional shall maintain during the life of
this Agreement for all of the Professional's employees engaged in Work performed under this
Agreement:
1. Workers' Compensation insurance with statutory limits as required by Colorado law.
2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease
aggregate, and $100,000 disease each employee.
B. Commercial General & Vehicle Liability. The Professional shall maintain during the life of this
Agreement such commercial general liability and automobile liability insurance as will provide
coverage for damage claims of personal injury, including accidental death, as well as for claims
for property damage, which may arise directly or indirectly from the performance of Work under
this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of
insurance for each coverage, Commercial General and Vehicle, shall not be less than $1,000,000
combined single limits for bodily injury and property damage.
In the event any Work is performed by a subcontractor, the Professional shall be responsible for
any liability directly or indirectly arising out of the Work performed under this Agreement by a
subcontractor, which liability is not covered by the subcontractor's insurance.
C. Errors & Omissions. The Professional shall maintain errors and omissions insurance in the
amount of $1,000,000.
8500 GIS Planning & System Consultant For Light & Power Operations Page 23 of 30
EXHIBIT
CONFIDENTIALITY
IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to this Agreement
(the “Agreement”), the Professional hereby acknowledges that it has been informed that the City has
established policies and procedures with regard to the handling of confidential information and other sensitive
materials.
In consideration of access to certain information, data and material (hereinafter individually and collectively,
regardless of nature, referred to as “information”) that are the property of and/or relate to the City or its
employees, customers or suppliers, which access is related to the performance of services that the
Professional has agreed to perform, the Professional hereby acknowledges and agrees as follows:
That information that has or will come into its possession or knowledge in connection with the performance of
services for the City may be confidential and/or proprietary. The Professional agrees to treat as confidential (a)
all information that is owned by the City, or that relates to the business of the City, or that is used by the City in
carrying on business, and (b) all information that is proprietary to a third party (including but not limited to
customers and suppliers of the City). The Professional shall not disclose any such information to any person
not having a legitimate need-to-know for purposes authorized by the City. Further, the Professional shall not
use such information to obtain any economic or other benefit for itself, or any third party, except as specifically
authorized by the City.
The foregoing to the contrary notwithstanding, the Professional understands that it shall have no obligation
under this Agreement with respect to information and material that (a) becomes generally known to the public
by publication or some means other than a breach of duty of this Agreement, or (b) is required by law,
regulation or court order to be disclosed, provided that the request for such disclosure is proper and the
disclosure does not exceed that which is required. In the event of any disclosure under (b) above, the
Professional shall furnish a copy of this Agreement to anyone to whom it is required to make such disclosure
and shall promptly advise the City in writing of each such disclosure.
In the event that the Professional ceases to perform services for the City, or the City so requests for any
reason, the Professional shall promptly return to the City any and all information described hereinabove,
including all copies, notes and/or summaries (handwritten or mechanically produced) thereof, in its possession
or control or as to which it otherwise has access.
The Professional understands and agrees that the City’s remedies at law for a breach of the Professional’s
obligations under this Confidentiality Agreement may be inadequate and that the City shall, in the event of any
such breach, be entitled to seek equitable relief (including without limitation preliminary and permanent
injunctive relief and specific performance) in addition to all other remedies provided hereunder or available at
law.
8500 GIS Planning & System Consultant For Light & Power Operations Page 24 of 30
EXHIBIT C
NON-DISCLOSURE AGREEMENT
THIS NON-DISCLOSURE AGREEMENT (“Agreement”) made and entered into by and between the City of
Fort Collins, a municipal corporation (“City”) and (“Professional”) (collectively, the “Parties”).
WITNESSETH
WHEREAS, the Parties desire to assure the confidential and/or proprietary status of the information which may
be disclosed to each other in connection with their discussions relating to the RFP/Project/Scope of
Work .
NOW, THEREFORE, in consideration of terms and covenants contained herein, the Parties agree as follows:
1. Definitions.
For purposes of this Agreement, the party who owns the confidential information and is disclosing same
shall be referenced as the “Disclosing Party.” The party receiving the Disclosing Party’s confidential
information shall be referenced as the “Receiving Party.”
2. Confidential Information.
Confidential Information controlled by this Agreement refers to information which is not public and/or is
proprietary and includes by way of example, but without limitation, City customer information, utility data,
service billing records, customer equipment information, location information, network security system,
business plans, formulae, processes, intellectual property, trade secrets, designs, photographs, plans,
drawings, schematics, methods, specifications, samples, reports, mechanical and electronic design
drawings, customer lists, financial information, studies, findings, inventions, and ideas.
To the extent practical, Confidential Information shall be marked “Confidential” or “Proprietary.”
Nevertheless, Professional shall treat as Confidential Information all customer identifiable information in
any form, whether or not bearing a mark of confidentiality or otherwise requested by the City, including but
not limited to account, address, billing, consumption, contact and other customer data. In the case of
disclosure in non-documentary form of non-customer identifiable information, made orally or by visual
inspection, the Disclosing Party shall have the right, or, if requested by the Receiving Party, the obligation
to confirm in writing the fact and general nature of each disclosure within a reasonable time after it is made
in order that it is treated as Confidential Information. Any information disclosed to the other party prior to
the execution of this Agreement and related to the services for which Professional has been engaged shall
be considered in the same manner and be subject to the same treatment as the information disclosed after
the execution of this Agreement with regard to protecting it as Confidential Information.
3. Use of Confidential Information.
Receiving Party hereby agrees that it shall use the Confidential Information solely for the purpose of
performing its obligations under this Agreement and not in any way detrimental to Disclosing Party.
Receiving Party agrees to use the same degree of care Receiving Party uses with respect to its own
proprietary or confidential information, which in any event shall result in a reasonable standard of care to
prevent unauthorized use or disclosure of the Confidential Information. Except as otherwise provided
herein, Receiving Party shall keep confidential and not disclose the Confidential Information. The City and
Professional shall cause each of their directors, officers, employees, agents, representatives, and
subcontractors to become familiar with, and abide by, the terms of this section, which shall survive this
Agreement as an on-going obligation of the Parties.
The Professional shall not use such information to obtain any economic or other benefit for itself, or any
third party.
4. Exclusions from Definition.
The term “Confidential Information” as used herein does not include any data or information which is
already known to the Receiving Party or which before being divulged by the Disclosing Party (1) was
generally known to the public through no wrongful act of the Receiving Party; (2) has been rightfully
8500 GIS Planning & System Consultant For Light & Power Operations Page 25 of 30
received by the Receiving Party from a third party without restriction on disclosure and without, to the
knowledge of the Receiving Party, a breach of an obligation of confidentiality; (3) has been approved for
release by a written authorization by the other party hereto; or (4) has been disclosed pursuant to a
requirement of a governmental agency or by operation of law.
5. Required Disclosure.
If the Receiving Party is required (by interrogatories, requests for information or documents, subpoena, civil
investigative demand or similar process, or by federal, state, or local law, including without limitation, the
Colorado Open Records Act) to disclose any Confidential Information, the Parties agree the Receiving
Party will provide the Disclosing Party with prompt notice of such request, so the Disclosing Party may
seek an appropriate protective order or waive the Receiving Party’s compliance with this Agreement.
The Receiving Party shall furnish a copy of this Agreement with any disclosure.
6. Notwithstanding paragraph 5, Professional shall not disclose any such Confidential Information to any
person, directly or indirectly, nor use it in any way, except as required or authorized in writing by the City.
7. Confidential Information is not to be stored on any local workstation, laptop, or media such as CD/DVD,
USB drives, external hard drives or other similar portable devices unless the Professional can ensure
security for the Confidential Information so stored. Work stations or laptops to be used in the Work will be
required to have personal firewalls on each, as well as have current, active anti-virus definitions.
8. The Agreement not to disclose Confidential Information as set forth in this document shall apply during the
term of the project and at any time thereafter unless specifically authorized by the City in writing.
9. If Professional breaches this Agreement, in the City’s sole discretion, the City may immediately terminate
this Agreement and withdraw Professional’s right to access Confidential Information.
10. Notwithstanding any other provision of this Agreement, all material, i.e., various physical forms of media in
which Confidential Information is contained, including but not limited to writings, drawings, tapes, diskettes,
prototypes or products, shall remain the sole property of the Disclosing Party and, upon request, shall be
promptly returned, together with all copies thereof to the Disclosing Party. Upon such return of physical
records, all digital and electronic data shall also be deleted in a non-restorable way by which it is no longer
available to the Receiving Party. Written verification of the deletion (including date of deletion) is to be
provided to the Disclosing Party within ten (10) days after completion of engagement, whether it be via
termination, completion or otherwise.
11. Professional acknowledges that the City may, based upon the representations made in this Agreement,
disclose security information that is critical to the continued success of the City’s business. Accordingly,
Professional agrees that the City does not have an adequate remedy at law for breach of this Agreement
and therefore, the City shall be entitled, as a non-exclusive remedy, and in addition to an action for
damages, to seek and obtain an injunction or decree of specific performance or any other remedy, from a
court of competent jurisdiction to enjoin or remedy any violation of this Agreement.
12. No act of omission or commission of either the City or Professional, including without limitation, any failure
to exercise any right, remedy, or recourse, shall be deemed to be a waiver, release, or modification of the
same. Such a waiver, release, or modification is to be effected only through a written modification to this
Agreement.
13. Neither party shall assign any of its rights, privileges or obligations under this Agreement to any third party
without prior written consent of the other party.
14. This Agreement is to be construed in accordance with the laws of the State of Colorado. Venue and
jurisdiction for any cause of action or claim asserted by either party hereto shall be in the District Court of
Larimer County, Colorado.
8500 GIS Planning & System Consultant For Light & Power Operations Page 26 of 30
THE CITY OF FORT COLLINS, COLORADO
By:
Gerry Paul
Purchasing Director
Date:
Firm name
By:
Printed:
Title:
Date:
8500 GIS Planning & System Consultant For Light & Power Operations Page 27 of 30
EXHIBIT D
FORT COLLINS EXPENSE GUIDELINES
Lodging, Per Diem Meals and Incidentals and Other expenses:
January 1, 2016
Lodging:
• Hotels will be reimbursed at $109/day provided the government rate is available. If the government rate
is not available, the best available rate shall be used and a printout of the available rates at the time of
the reservation provided as documentation.
• Hotel taxes do not count to the $109 limit, i.e. the rate is $109 plus applicable taxes.
• Receipts are to be provided.
• Actual expense will apply
Meals and Incidentals:
In lieu of requiring expense receipts, Fort Collins will use Federal GSA per diem guidelines.
• Daily rate: $59
• Travel Days rate: 75% of $59 = $44.25
Vehicle Expenses:
• All costs related to rental vehicles (gas, parking, etc.) must be documented if they are to be reimbursed.
The standard for vehicle size is mid-size to lower.
• If a private vehicle is used, mileage will be reimbursed using the mileage rate set by the IRS. The most
direct route is the standard for determining total mileage.
• Mileage for 2 wheel drive vehicles will be at the current rate found at www.gsa.gov. The rate for 2016 is
$0.54.
• Mileage for 4 wheel drive vehicles will be $0.78 when required by the City of Fort Collins.
Extra Ordinary Cost
• Prior authorization required.
Expenses Not Allowed
• Liquor, movies, or entertainment (including in-room movies);
• Sporting events;
• Laundry, dry-cleaning or shoe repair;
• Personal phone calls, including connection and long-distance fees;
• Computer connections (unless required for City business);
• Other personal expenses not directly related to City business;
• Convenience charges;
• Rescheduling Airline Charges not related to City requirements.
• Excessive meal tip amounts generally over 20%;
• Delivery fees shall not exceed 10% of the total bill, if not already included;
• Hotel Cleaning Tips;
• Extra Baggage for one day trips;
• Air Travel (when local);
• Items that are supplied by the City.
Time Frame for Reporting
• Per contract (every 30 days).
Reference:
8500 GIS Planning & System Consultant For Light & Power Operations Page 28 of 30
The Federal GSA guidelines for Fort Collins are $109/day for hotel and $59 for meals and incidentals (M&IE).
(Incidentals are defined as 1) fees and tips given to porters, baggage carriers, bellhops, hotel maids, stewards
or stewardesses , and 2) transportation between places of lodging or business and places where meals are
taken). Hotel taxes (i.e. lodging taxes) are not covered by per diem and are expensed as a separate line item.
The M&IE is further broken down by:
• Breakfast: $13
• Lunch: $15
• Dinner: $26
• Incidentals: $5
Federal guidelines further provide for the use of 75% of the M&IE rate for travel days, i.e. $44.25 for Fort
Collins.
8500 GIS Planning & System Consultant For Light & Power Operations Page 29 of 30
8500 GIS Planning & System Consultant For Light & Power Operations Page 30 of 30
Table 1: Personnel and Associated Estimated Hours Submittal will be issued separately
Instructions:
-As part of your work plan, complete the resource title, estimated hours and hourly rate for each item under the 4 Tasks.
-Identify whether work is provided by Consultant (C) or Subconsultant (S).
-Complete spreadsheet and return separate from RFP response, in Excel format
Resource Title(s) C/S Estimated
Hours Hourly Rate Task 1 Total NOTES:
g. Other software applications and integrations that are determined by business process workflow evaluation
Task 1 Total:
Resource Title(s) C/S Estimated Hours Hourly Rate Task 2 Total
6. Oversee the software selection to ensure the proper interactions and interdependencies with Maximo and ESRI, Customer
Billing, and other interfaces
7. Consultants may be asked to provide guidance to Staff in strategizing for contract negotiations, including Scope of Work
-Consultants must itemize pricing & hours for each line.
Deliverables
e. Advanced mobile GIS (live map updates and field OMS capabilities)
b. Support graphical work order design
c. Support the fiber management system (ArcFM Fiber)
d. Support system planning and reporting of preventative maintenance activities
5. Consultant may be asked to guide City’s evaluation team through the review of proposals received. Included would be a
written evaluation as well as demonstrations
4. Consultant will prepare demonstration scripts and questions for evaluation of the shortlisted firms
2. Evaluate and make recommendations for redesign of all LPO business process workflows; reference Attachment B: “LPO
Asset Data Lifecycle Work Order Process”
4. Evaluate intersection points with other City-wide departments and systems
8500 GIS PLANNING & SYSTEM CONSULTANT FOR LIGHT & POWER OPERATIONS
Task 2: Assist LPO in the development of RFP2. RFP2 will be the solicitation of a GIS/ADMS solution and other operational
criteria stipulated within the “Roadmap Plan” and include the following:
1. Guide in the development of RFP requirements as outlined in the Roadmap
2. Assist in the creation of the Scope of Work
3. Provide education and background sessions to further educate Fort Collins staff
3. Evaluate current GIS, work order, and operational data sources and recommend a process for data conversion. GIS
conversion from CAD/databases to ESRI is of primary concern
Task 1: Develop a technology “Roadmap Plan” which implements the following four sub-tasks:
1. A project implementation timeline of the following business drivers:
a. Support daily electric system operations (Switching, OMS, ADMS)
f. Future GIS distributive generation functionality
Task 2 Total:
PERSONNEL AND ASSOCIATED ESTIMATED HOURS
CONSULTANT FIRM NAME:
CONTACT NAME:
CONTACT EMAIL:
TABLE 1
Task 3: Assist LPO in the development of RFP3. RFP3 will be the solicitation for implementation services for the software
selected in RFP2 and data conversion of the existing CAD based data to the ESRI format and includes the following:
Resource Title(s) C/S Estimated Hours Hourly Rate Task 3 Total
1. Guide in the development of RFP3 requirements as outlined in the Roadmap
2. Assist in the creation of the Scope of Work
3. Questions for evaluation of the shortlisted firms
4. Consultant may be asked to guide City’s evaluation team through the review of proposals received. Included would be a
written evaluation as well as demonstrations
5. Oversee LPO’s selection of an implementation firm to ensure the proper interactions and interdependencies with Maximo
and ESRI, Customer Billing and other interfaces
6. Consultants may be asked to provide guidance to Staff in strategizing for contract negotiations, including Scope of Work
Task 4: Provide Project Management Services to oversee the selected Vendor(s) from RFP2 and RFP3 to implement the
following Resource Title(s) C/S Estimated Hours Hourly Rate Task 4 Total
1. Project Execution Plan;
2. Project implementation methodology;
3. LPO business process workflows from Task 1;
4. Project timeline and tracking methodology;
5. Project budget and tracking methodology;
6. Project testing plans and tracking (Requirements Traceability Matrix);
7. Training plans and execution of training;
8. Integration with DataSplice and GIS for crew mobility;
9. Overview of key implementation milestones;
10. Oversee configuration workshops;
11. Consultant will assist Staff in preparing presentations to management;
12. Provide case studies and other experience to help explain decisions and rationale;
13. Quality assurance of software deployment including conversion of existing mapping data;
14. Collaborate with and support an organizational change management plan developed and implemented by the Utilities
Customer Connections Department.
RFP1 Total:
Provide an estimated number of trips per task per resource. Include estimated costs with detail to support the costs.
RFP1 Total w/travel included:
Task 4 Total:
Task 3 Total: