9136 BUS SHELTER ADVERTISING & MAINTENANCE

Agency: City of Fort Collins
State: Colorado
Type of Government: State & Local
NAICS Category:
  • 541810 - Advertising Agencies
  • 541850 - Outdoor Advertising
Posted Date: Jul 10, 2020
Due Date: Aug 7, 2020
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
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Option Title Description End Date
Download/View RFP 9136 BUS SHELTER ADVERTISING & MAINTENANCE REQUEST FOR PROPOSALS Aug 07, 2020

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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
REQUEST FOR PROPOSAL
9136 BUS SHELTER ADVERTISING & MAINTENANCE
The City of Fort Collins is requesting proposals from qualified Service Providers to assemble and
install new bus shelters and to provide advertising and maintenance services for new and existing bus
shelters throughout the City.
As part of the City’s commitment to Sustainable Purchasing, proposals should be submitted
online through the Rocky Mountain E-Purchasing System (RMEPS) at
http://www.bidnetdirect.com/colorado/city-of-fort-collins no later than 3:00 PM MST (RMPES
Clock) on August 7, 2020. Note: please ensure adequate time to submit proposals through RMEPS.
Proposals not submitted by the designated Opening Date and Time will not be accepted by the
system.
All questions should be submitted, in writing via email, to Beth Diven, Buyer at
bdiven@fcgov.com, with a copy to Project Manager, Belinda Barnes at bebarnes@fcgov.com,
no later than 5:00 PM MST (our clock) on July 24, 2020. Please format your e-mail to include: RFP
9136 Bus Shelter Advertising & Maintenance in the subject line. Questions received after this deadline
may not be answered. Responses to all questions submitted before the deadline will be addressed in
an addendum and posted on the Rocky Mountain E-Purchasing System webpage.
Rocky Mountain E-Purchasing System hosted by Bidnet
A copy of the RFP may be obtained at http://www.bidnetdirect.com/colorado/city-of-fort-collins.
This RFP has been posted utilizing the following Commodity Code(s):
80-158
Signs: Billboard, Advertising, etc.
91-501
Advertising Agency Services
91-503
Advertising/Public Relations
91-504
Advertising, Outdoor Billboard, etc.
Prohibition of Unlawful Discrimination: The City of Fort Collins, in accordance with the provisions
of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d-4) and the
Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into
pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair
opportunity to submit bids in response to this invitation and will not be discriminated against on the
grounds of race, color, or national origin in consideration for an award.
The City strictly prohibits unlawful discrimination based on an individual’s gender (regardless of
gender identity or gender expression), race, color, religion, creed, national origin, ancestry, age 40
years or older, marital status, disability, sexual orientation, genetic information, or other characteristics
protected by law. For the purpose of this policy “sexual orientation” means a person’s actual or
perceived orientation toward heterosexuality, homosexuality, and bisexuality. The City also strictly
prohibits unlawful harassment in the workplace, including sexual harassment. Further, the City strictly
prohibits unlawful retaliation against a person who engages in protected activity. Protected activity
includes an employee complaining that he or she has been discriminated against in violation of the
above policy or participating in an employment discrimination proceeding.
RFP 9136 Bus Shelter Advertising & Maintenance
Page 1 of 147
The City requires its Service Providers to comply with the City’s policy for equal employment
opportunity and to prohibit unlawful discrimination, harassment and retaliation. This requirement
applies to all third-party Service Providers and their subcontractors at every tier.
Public Viewing Copy: The City is a governmental entity subject to the Colorado Open Records Act,
C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject to public
disclosure by the City pursuant to CORA and City ordinances. Service Providers may submit one (1)
additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of the
proposal, the Service Provider may redact text and/or data that it deems confidential or proprietary
pursuant to CORA. Such statement does not necessarily exempt such documentation from public
disclosure if required by CORA, by order of a court of appropriate jurisdiction, or other applicable
law. Generally, under CORA trade secrets, confidential commercial and financial data information is
not required to be disclosed by the City. Proposals may not be marked “Confidential” or ‘Proprietary’
in their entirety. All provisions of any contract resulting from this request for proposal will be
public information.
New Service Providers: The City requires new Service Providers 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. Please do
not submit with your proposal.
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.
Sincerely,
Gerry Paul
Purchasing Director
RFP 9136 Bus Shelter Advertising & Maintenance
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I. BACKGROUND & OBJECTIVE / OVERVIEW
A. Objective
The City of Fort Collins is requesting proposals from qualified Service Providers to
assemble and install new bus shelters and to provide advertising and maintenance
services for new and existing bus shelters throughout the City.
B. Overview / Background
The City of Fort Collins, Transfort, has over 430 bus shelters and benches (the “Existing
Shelters”). The City will be purchasing approximately 50 new shelters (the “New Shelters”)
in 2020-2021 and additional shelters, numbers to be determined, in following years. Each
New Shelter will be equipped with a bench seat, advertising kiosk, solar lighting, and may
have trash and recycling receptacles and bike racks (the “Amenities”) as described herein.
The scope for this Request for Proposals includes the assembly, installation, advertising
and maintenance of these New Shelters and Amenities as well as the advertising and
maintenance of five (5) City owned shelters and one (1) bench on the Lincoln Corridor (the
“Lincoln Shelters”).
In an effort to provide shelter and Amenities for transit passengers, the City requests
proposals from qualified firms to provide all aspects of a transit shelter/bench advertising
program (the “Advertising Program”) and bus stop Amenities. The initial scope of the
Advertising Program, installation and maintenance will encompass the New Shelters and
the Lincoln Shelters. The City desires a turnkey operation of services to include assembly,
installation and maintenance of the New Shelters and Amenities, and sales and
administration of the transit shelters/benches with advertising in this limited public forum.
The Service Provider will be responsible for all costs related to the assembly, installation,
operation and maintenance of the New Shelters and Amenities as well as all costs incurred
in marketing and administration of the program (installation and maintenance of
advertisements and transit system maps, transit advertising, and bus schedules as
needed).
The City of Fort Collins, Transfort currently operates 32 local transit routes. The routes
and span of service hours can be viewed at www.ridetransfort.com. There are currently
over 430 bus stops in the Transfort system with a long range Transfort Strategic Operating
Plan to expand service throughout the City and region.
C. Bus Stop Advertising
Transfort, like many transit agencies across the nation, utilizes advertising to provide
revenue and maintenance of the bus shelters and Amenities. Transfort contracts this
service with an advertising Service Provider, allowing them to advertise at Transfort bus
stops. In return, Transfort benefits from a portion of the advertising revenue, as well as the
Service Provider’s maintenance of bus stops (including snow removal) and the Service
Provider’s installation of the New Shelters and Amenities at designated locations within
public ROW.
RFP 9136 Bus Shelter Advertising & Maintenance
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II. SCOPE OF PROPOSAL
A. Scope of Work
The City is currently contracted with a Service Provider for bus shelter/bench advertising
services for a period of performance ending December 31, 2021. Upon expiration of the
existing agreement, effective January 1, 2022 the scope of services under the new
agreement with the firm selected under this RFP will be amended to add the Existing
Shelters and Amenities. The new Service Provider will provide a turnkey solution for all
Existing and needed shelters and Amenities that are not covered by the current Service
Provider or were purchased directly by Transfort, as well as future enhancements to the
bus stop program. Section VII, Attachments, provides detailed information regarding
current and future Amenities, and associated service expectations. Specifically,
Attachment C denotes the current needed Amenities and Attachment D denotes
anticipated future enhancements over the next five years. All Transfort shelters and
benches are described in Attachment A.
After the conclusion of the current Service Provider’s contract term, ending on December
31, 2021, the new Service Provider will assume upgrades, maintenance, repairs,
advertising and all other requirements of this scope for the Existing Shelters and Amenities
that the current Service Provider is servicing. The locations to be assumed on January 1,
2022 will be considered City purchased bus stops for the purposes of the Minimum Annual
Guarantee, as described in Section III, paragraph G. All Existing Shelters and Amenities
maintained by the current Service Provider will be the property of the City after December
31, 2021.
Within the first thirty (30) days of the execution of the Agreement, the Service Provider
must maintain a computerized inventory system of the Amenity program for the New
Shelters and Lincoln Shelters. The system must have database, mapping and graphic
information for recording the stop number, unique unit or serial number of all shelters and
Amenities, location, type, design and features of all installed units and the location,
features and status of units, including the date that each unique shelter and Amenity was
placed at the stop. The database must hold historical records of all of the dates and
locations of each shelter and Amenity placement to track the life of the shelter and Amenity
in the event that the shelter’s and/or Amenity’s location changes. The database shall be
updated in real-time or within two (2) business days of the work. Upon termination of the
Agreement for any reason, the system and data shall become the property of the City
without compensation to the Service Provider.
The Service Provider must respond to service requests from Transfort within 24 hours.
Service Requests are generated through Transfort’s Enterprise Asset Management
Software System (EAM). Service Requests will be delivered to the Service Provider via
email and the Service Provider must follow the standard operating procedure in EAM
through the lifecycle of the request. The Standard Operating Procedure is detailed in
Attachment E.
1. Definitions
a. Amenities
“Shelters” are defined as a covered structure at a bus stop providing
protection against the weather for people waiting for a bus. Shelters include a
bench, trash & recycling receptacle, bus stop sign, and possibly a bike rack.
RFP 9136 Bus Shelter Advertising & Maintenance
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“Benches” a stand-alone bench as the primary feature which does not
include a shelter; shelter benches within the shelter generally contoured
benches with countered back.
“Advertising Kiosk” shall be comprised of ad kiosk with up to two (2) side-
hinged display doors, both facing direction of traffic flow, at a “V” angle up to
45°.
“Lighting” shelters will have solar panels for lighting; some stops without
shelters will have pole lights
“Trash and recycling receptacles” are at most stops; dependent on Stop
type, metal receptacles shall be pole mounted or stand-alone.
“Bicycle Racks” at all Bench and Shelter stops. The preferred metal bike
rack style is a simple hitching post or inverted U.
2. Existing Bus Stops/Future Bus Stops
Throughout the term of the Agreement, the City will evaluate the system to determine
which locations are in need of a new stop, upgraded stop or decommissioning of a
stop. Section 2.3 of Attachment F (Transfort Bus Stop Design Standards &
Guidelines) describes the process for bus stop installations and upgrades.
Attachment C denotes current Amenity needs, stops and locations. Attachment D
denotes anticipated future Amenity needs but is subject to change throughout the
term of the Agreement. Attachment A denotes locations with Transfort-owned
Shelters and Amenities.
3. Term
The initial term of this Agreement shall be for five years, TBD 2020 through TBD
2025, with an option to extend up to an additional five (5) years subject to City
Council approval. This Agreement will terminate immediately and absolutely at such
time as appropriated and otherwise unobligated funds are no longer available to
satisfy the obligations of Shelters and Amenities owned by the City and maintenance
thereof.
4. Assembly and Installation
The Service Provider will be responsible for all assembly and assembly costs
associated with the New Shelters and Amenities and to the maximum extent
practical must perform the assembly at the Service Provider’s location. The Service
Provider must assemble the New Shelters and Amenities per the manufacturer’s
specifications. After the installation is complete the Service Provider must take a
digital photo of the completed work and provide to the City Representative to upload
into Transfort’s Enterprise Asset Management System (EAM).
The Service Provider will be responsible for all construction, delivery, storage, and
installation costs, including obtaining all applicable permits, materials, labor, and
providing conduit for electric and data lines.
The Service Provider will work with involved parties, including but not limited to the
Shelter manufacturer to determine a mutually-agreeable schedule for delivery and
installation. The City or Transfort’s Representative will authorize the Service Provider
to proceed with installation through a Service Request in EAM.
RFP 9136 Bus Shelter Advertising & Maintenance
Page 5 of 147

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