Historic Building Survey for the Littleton Boulevard Corridor
History Colorado Project #2016-M1-030
REQUEST FOR STATEMENT OF QUALIFICATIONS (RFQ)
COVER SHEET
Date: Friday, May 6, 2016
Solicitation Number: xxx-xxxx-xxxx
Solicitation title: Historic Building Survey for Littleton Boulevard
Proposal will be received until: Thursday, May 26, 2016 at 2 p.m.
Location of services provided: Littleton Center
2255 West Berry Avenue
Littleton, CO 80120
For additional information, please contact: Dennis Swain, Senior Planner
(303) 795-3748
Email Address:
Information / Documents included in this package: Cover Sheet p. 1
The RFQ Process p. 2
General Terms and Conditions p. 3
Special Terms and Conditions p. 6
Background, Budget, Requirements, and
Desired Qualifications p. 6
Contents of the Response p. 7
Exhibit A - Submission Form p. 9
Exhibit B - Fee Structure Form p.10
Exhibit C - List of Deliverables p. 11
Exhibit D - Sample Agreement p. 12
The undersigned hereby affirms that (1) he/she is a duly authorized agent of the vendor, (2) he/she has read all terms and conditions and technical specifications which were made available in conjunction with this RFQ and fully understands and accepts them unless specific variations have been expressly listed in his/her statement of qualifications, (3) the statement of qualifications is being submitted on behalf of the vendor in accordance with any terms and conditions set forth in this RFQ, and (4) the vendor will accept any award made to it as a result of the Statement of Qualifications submitted herein for a minimum of ninety calendar days following the date of submission.
PRINT OR TYPE VENDOR INFORMATION
Company Name:______FAX:______
Company Address:______City/State______ZIP______
Printed Name of Contact Person: ______Title:______Phone:______
Printed Name of Authorized Vendor Representative: ______Phone: ______
Signature of Authorized Vendor Representative: ______Title: ______
Date:______Email Address of Representative:______
RFQ - REQUEST FOR STATEMENT OF QUALIFICATIONS
THE RFQ PROCESS
PURPOSE: The City of Littleton is requesting a statement of qualifications for completing a historic survey of the commercial buildings along the Littleton Boulevard Corridor.
FREQUENTLY USED TERMS:
1. “AWARD” is the selection of a specific vendor to undertake the project.
2. “CITY” is the “City of Littleton”
3. “PROJECT” is the historic survey of the commercial buildings along the Littleton Boulevard Corridor.
4. “RESPONSE” includes, but is not limited to, all statements of qualifications and supporting materials presented to the, by all prospective consultants, herein after referred to as “vendors”.
5. “REPRESENTATIVE” is the “Authorized Vendor Representative”, “Authorized Agent”, or “Agent”.
SCHEDULE OF ACTIVITIES: The following activities and dates provide a tentative outline of the process to be used to solicit vendor responses and to evaluate each vendor’s qualifications.
Friday, May 6, 2016…………………………………….…….Staff issues request for qualifications (RFQ)
Thursday, May 12, 2016: 1:00 – 2:00 P.M.…Optional pre-submittal meeting of vendors with city staff
Tuesday, May 17, 2016: 4:00 P.M...……………………...Deadline for vendors to submit questions
Thursday, May 19, 2016: 4:00 P.M.……………….……….….Deadline for city staff to answer questions
Thursday, May 26, 2016: 2:00 P.M.…….…..Deadline for vendors to submit responses to the RFQ
TERM OF CONTRACT: This contract shall commence on June 1, 2016, and shall remain in effect through May 31, 2017. The selected vendor will enter into a professional services agreement with the city as an independent contractor, and not as employee(s) with an employment contract. A blank copy of the city’s professional services agreement is attached as Exhibit E.
TYPE OF CONTRACT: All services will be on the cost reimbursement basis (hourly rate for individuals likely to provide services and maximum hours fixed). The agreement for professional services will provide a fee structure for the range of professional services and have a “not-to-exceed” clause, which will limit the allowable fees, charged in connection with these services through the completion of the scope of work. Hourly rates shall be provided in the Fee Structure Form, Exhibit C, and in the Letter of Interest provided by the vendor as part of their response.
RESPONSE TO QUESTIONS: Questions regarding this RFQ should be directed, in writing, via e-mail, to Dennis Swain at by 4:00 P.M. on Tuesday, May 17, 2016. Questions regarding the subsequent award should be directed via email to Dennis Swain prior to the vendor signing the contract. These and any additional questions asked during the pre-submittal meeting will be made available as an amendment or addenda to the original RFQ on the Rocky Mountain E-Purchasing System website and/or via direct email to all parties on the original RFQ distribution list.
Any official interpretations of this RFQ must be made by Dennis Swain or another agent of the city’s Community Development Department who is authorized to act on behalf of the city. The city shall not be responsible for interpretations offered by employees of the city who are not agents of the city’s Community Development Department.
ADDENDA: Vendor is responsible for obtaining and acknowledging all subsequent addenda via the Rocky Mountain E-Purchasing System (Bidnet) website and/or via direct email to all parties on the original RFQ distribution list. Failure to submit any and all the subsequent addenda may deem the vendor non-responsive.
GENERAL TERMS AND CONDITIONS
1. PROCUREMENT PROCESS
a. Due to the service level required for this project, preference will be given to local vendors.
b. Vendors shall make all investigations necessary to thoroughly inform themselves about this project. No plea of ignorance by the vendor of conditions that exist or that may hereafter exist as a result of failure to fulfill the requirements of the contract documents will be accepted as the basis for varying the requirements of the city or the compensation to the vendor. The accuracy of the response and all accompanying materials is the sole responsibility of the vendor.
c. Any ambiguity, conflict, discrepancy, omissions, or other error discovered in the RFQ must be reported immediately in writing to the city and a request be made for modifications or clarifications. Any such change will be posted as an amendment or addenda on the Rocky Mountain E-Purchasing System website and/or via direct email to all parties on the original RFQ distribution list.
d. In the event that the vendor defaults on its professional services agreement or the agreement is terminated for cause due to performance, the city reserves the right to re-procure the services from other sources during the remaining term of the terminated/defaulted agreement. Under this arrangement, the city may charge the vendor any difference between the vendor’s price and the price to be paid to the subsequent vendor, as well as any costs associated with the re-solicitation effort.
2. FEES, PAYMENT TERMS, REFUNDS, TAXES, CHANGES, RENEWAL, COLLUSION
a. Vendors may offer a cash discount for prompt payment. Vendors are encouraged to provide their prompt payment terms in the space provided on the Fee Structure Form, Exhibit C. If no prompt payment discount is being offered, the vendor shall enter a zero (0) for the percentage discount to indicate net thirty days. If the vendor does not enter a percentage discount, it is hereby understood and agreed that the payment terms shall be net thirty days, effective on the date that the city receives an accurate invoice or accepts the products, whichever is the later date. Payment is deemed to be made on the date of the mailing of the check, posted transaction date on a purchasing card, or verified transmittal of an Electronic Funds Transfer, (EFT).
b. In the event the city discovers, through its contract monitoring process or formal audit process, that services were priced incorrectly, vendor agrees to promptly refund all overpayments and to pay all reasonable audit expenses incurred as a result of the non-compliance.
c. Vendors shall not include federal, state, or local excise or sales taxes in prices offered, as the city is exempt from payment of such taxes.
Federal Identification Number 84-6000688
State of Colorado Tax Exempt Number 98-03575
d. The city must be contacted prior to any change in the scope of work to be performed after the original agreement has been signed when such changes are expected to result in an increase of cost in excess of quoted fees prior to commencement of the work. An agreed change to the scope in the work to be performed shall be documented as a written change order, be accepted by all parties, and made a part of the original professional services agreement by addendum.
e. The fees or discounts quoted in this RFQ and the vendor’s response shall prevail for the term of the agreement, at which time the city shall have the option to renew the agreement for subsequent periods, provided, however, that the vendor will maintain the same fees or discounts that were awarded during the initial agreement. Continuation of the agreement beyond the initial period is a city prerogative and not a right of the vendor. This prerogative will be exercised only when such continuation is clearly in the best interest of the city.
f. The vendor, by affixing its authorized representative’s signature to the cover sheet of this RFQ, certifies that its response is made without previous understanding, agreement, or connection either with any persons, firms or corporations making a response for the same project, or with the city. The vendor also certifies that its response is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action. To insure integrity of the city’s public procurement process, all vendors are hereby placed on notice that any and all vendors who falsify the certifications required in conjunction with this section may be prosecuted to the fullest extent of the law.
3. PREPARATION: The response must be typed or legibly printed in ink. Responses must contain a manual signature of an authorized representative of the vendor in the space provided on the cover sheet. Failure of an authorized representative of the vendor to sign and return the original cover sheet with the response may deem the vendor non-responsive. The city will not be liable in any way for the costs incurred by the vendors in the preparation of the proposals or costs associated with oral presentations, as required.
4. SUBMISSION: An ORIGINAL and FIVE (5) copies of the complete response must be received by Ruth Bruski, Purchasing Coordinator in the city’s Finance Department, before 2:00 P.M. on Thursday, May 26, 2016, the deadline specified in this RFQ. The response should be sealed in an envelope with the vendor’s name and address clearly marked on the envelope that has been addressed as indicated on the submission form. Failure to submit the required number of copies may deem the vendor non-responsive. No electronic submissions will be accepted.
5. MODIFICATIONS TO RESPONSE: A vendor’s response may only be modified in the form of a written notice on the vendor’s company letterhead and must be received by Ruth Bruski in the city’s Finance Department prior to 2:00 P.M. on Thursday, May 26, 2016, the deadline for submitting responses. If more than one modification is submitted, the modification bearing the latest date of receipt by the city’s Finance Department will be considered the valid modification. No changes in the response may be allowed after 2:00 P.M. on Thursday, May 26, 2016, the date and time that the responses are due.
6. WITHDRAWAL OF RESPONSE: A request to withdraw a response may be made prior to 2:00 P.M. on Thursday, May 26, 2016, the date and time that the responses are due. Such requests should be made in writing on the vendor’s company letterhead. Any proposal not withdrawn by that deadline shall constitute an irrevocable offer to the city the services described in the proposal, either for a period of one hundred and twenty (120) days, or until one of the other proposals has been approved by the city administration, whichever occurs first.
7. REJECTION OF RESPONSES: The city may, at its sole and absolute discretion, reject proposals or deem a vendor non-responsive based on the following:
a. Reject any and all, or parts of any or all, responses submitted by prospective vendors if they are not in the best interests of the city;
b. Waive any irregularities in the responses received in conjunction with this RFQ;
c. The vendor misstates or conceals any material fact in its response;
d. The response expressly requires or implies a conditional award or submits alternate terms and conditions which conflict with the city ’s terms and conditions;
e. The response does not include documents which are required for submission with the response; and/or
f. A conflict of interest is determined.
8. LATE RESPONSES: Responses received after 2:00 P.M. on Thursday, May 26, 2016, shall be considered non-responsive and be retained by the city unopened.
9. DEVIATION FROM THE SCOPE OF SERVICES/SPECIFICATIONS: Any proposed deviation from the scope of work, as provided in Exhibit C, must be noted in detail, and submitted in writing with the response. Complete specifications shall be attached for any substitutions proposed, or when amplifications are desirable or necessary. Failure to submit documentation with changes, if applicable, may be grounds for rejection and does not excuse the proposing vendor from being strictly accountable to the scope of work as written. If specifications or descriptive papers are submitted with a proposal, the proposing vendor's name shall be clearly shown on each document.
10. CONFIDENTIAL AND PROPRIETARY INFORMATION: Prior to the award, any information contained within a response may be held confidential and proprietary by the city, as solely determined by the city. After the award, the information within the response becomes public information, with the exception of information that has been clearly marked as confidential and proprietary by the proposing vendor and which complies with Colorado’s Open Records Act. Littleton shall be held harmless from any claims arising from the release of confidential and proprietary information not clearly designated as such by the proposing vendor or which does not comply with the Colorado Open Records Act. In general, it is not acceptable to Littleton to mark information other than financial statements, financing data, litigation history, or tax audit history as confidential and proprietary. Further, it is not acceptable to mark pricing information as confidential and proprietary. Failure to adhere to these restrictions may result in the being deemed non-responsive.