REQUEST FOR QUOTATION

QUOTATION: # 09-15TITLE: CulturalTourism Development Services

CLOSING DATE: JULY 15, 2009CLOSING TIME: 10:00 A.M.(Our clock)

INTENT:

The Larimer County Purchasing Department is requesting quotations for qualified consultants to develop a regional strategic plan for Cultural Tourism for Northern ColoradoforThe Northern Colorado Cultural Tourism Alliance, in conjunction with the LarimerCountyWorkforceCenter. This project will be completed in two phases. The first phase will be for LarimerCounty, and the second phase will be for WeldCounty. The project will be complete when the two plans, together, provide a strategic regional framework and plan for growing cultural tourism in Northern Colorado. This request for quote is for the development of Phase I of the plan.

SCOPE OF WORK

This request for quotation is to obtain a qualified person(s), firm, or corporation, hereafter referred to as “Consultant(s)”, to provide professional consulting services for the completion of a cultural tourism strategic plan for Phase I of the Northern Colorado Cultural Tourism Regional Strategic Plan. Phase I is for Larimer County, including but not limited to: branding and marketing campaigns, market analysis, and technical assistance for the local entity, Larimer County, in Northern Colorado for the Northern Colorado Cultural Tourism Alliance, hereafter referred to as “Owner.

To be eligible for consideration, the Consultant(s), and/or their subcontractor, must be capable of supplying the services as noted herein, and must also meet all other criteria outlined in this quote. This project has been made possible with support from the National Trust for Historic Preservation’s Peter Grant Fund for Colorado as well as donations from local partners. All quotes should be priced with a not to exceed amount of $10,000 which is allocated to Phase I of this project. Applicants are encouraged to work within this budget as much as possible.

All questions regarding this quote should go to Ms. Tamara Wagner, Accounting Technician I, at (970) 498-5955. Questions are due no later than 10:00 A.M. Wednesday, June 24, 2009. Questions may be e-mailed to . Please call to verify receipt of your questions. No additional questions will be accepted after the date and time referenced above.

The scope of work is outlined below. The Consultant(s) is encouraged to prioritize the scope of work items to best maximize the Owner’s $10,000 budget.

  1. Hold two public open-house style meetings: One at the beginning of the process to explain the process, show examples of other Colorado areas and their programs, and gather input and email addresses, and the second public open house at the end of the process for residents and board members to show results and invite future involvement.
  2. Create a step-by-step strategic plan to address visitor readiness and marketing to develop heritage tourism as a regional industry in LarimerCounty with consideration of expansion to include WeldCounty in Phase II.
  3. Identify tourism markets for LarimerCounty and recommend any appropriate potential partners, e.g. nature-based tourism
  4. Analyze Owner’s LarimerCounty survey and inventory of heritage sites and categorize sites in terms of visitor readiness, private sites, and potential visitor experiences.
  5. Consider heritage sites readiness according to the Colorado Tourism Office’s Heritage Tourism Program Quality Standards Assessment criteria.
  6. Perform a base visitor analysis for LarimerCounty.
  7. Develop a tracking mechanism to follow visitation trends as a result of marketing efforts by creating a template that can be applied to WeldCounty in Phase II.
  8. Provide suggestions related to design of a regional image and branding with consideration of inclusion of WeldCounty in Phase II.
  9. Recommend marketing tools, for development by Owner, for both site-specific historic sites and communities in Larimer County that include directional signage, interpretation, information kiosks, brochures, audio tours, walking tours, (marketing toolkit that can be applied to Weld County in Phase II).
  10. Develop the scope of work for implementation of the strategic plan with the Owner; including provide cost estimates; and overseeing the bidding process, fabrication, installation, printing, and distribution of marketing materials
  11. Create a manual for use by residents of Larimer and WeldCounties on how to develop their properties for rural heritage, cultural and agritourism

RESPONSIBILITIES OF OWNER

OWNER will provide the Consultant(s) with the following:

  1. Designate a representative of LarimerCountyWorkforceCenter, Geniphyr Ponce-Pore, as the Owner’s representative with respect to the services to be rendered under the contract.
  2. Provide site information for the identified sites as available.
  3. Provide documents, graphics, photos, and available databases pertaining to, or pertinent to, the completion of the work as represented in the Scope of Work as available.
  4. Encourage local participation in discussions about positioning Northern Colorado as a tourism destination.
  5. Schedule and promote all community meetings and focus groups
  6. Develop a public relations campaign and kick-off event for the project
  7. Provide reporting to funding agencies

INDEMNIFICATION

The Consultant(s) agrees to indemnify and hold harmless Owner and its officers and its employees, from and against all liability, claims, demands, and expenses, including court costs and attorney fees, on account of any injury, loss, infringement, or damage which may arise out of or are in any manner connected with the work to be performed, if such injury, loss, or damage is caused in whole or in part by, or is claimed to be caused in whole or in part by, the negligent act or omission, error, professional error, mistake or accident of Owner and its officers and employees.

CRITERIA:

Quotes will be evaluated on the basis of the following criteria:

  1. Responsiveness to the needs of Owner, both in service cost and in the scope of the services offered.
  2. Responsibility of the Consultant(s) and its experience in dealing with studies of similar size, scope, and nature.
  3. The degree to which the quote meets or exceeds the terms of the Request for Quote.
  4. The Consultant(s) must be able to interact with the local community members, organizations, elected officials, and businesses demonstrating willingness to spend the necessary time locally in order to understand the local dynamic, providing a broader perspective for the regional plan.
  5. Experience working in Northern Colorado and an understanding of its assets and challenges is preferred.
  6. The Consultant(s) must be able to thoroughly understand the Strategic Plan for Colorado Heritage Tourism and how to incorporate a regional plan into the larger vision. Link:
  7. The Consultant(s) must be able to assist Owner with development and implementation of a regional Public Relations plan which would include a kick-off event followed by smaller events, news releases, etc.
  8. The Consultant(s) must have experience in evaluation, marketing analysis, and visitor tracking.
  9. The Consultant(s) must have experience in assessing the visitor readiness of sites and communities.
  10. The Consultant(s) must have an understanding of the consumer markets interested in Northern Colorado and how they fit together to create a travel region.
  11. Experience with and understanding of heritage site assessment and inventory processes of the Colorado Historical Society is preferred.
  12. The Consultant(s) must have experience with historic preservation needs and practices.
  13. The Consultant(s) must have a tracking and reporting mechanism for deliverables such as Microsoft Project.
  14. The Consultant must demonstrate the successful execution and completion of another project, similar in scope and scale, including at least 3 contact names and numbers of individuals with which the consultant has worked in order to complete the project

QUOTE ELEMENTS AND FORMAT

Quotations submitted shall contain all information as requested herein and any additional information necessary to summarize the overall benefit of the quote to Owner. Please include the following items in the order listed below:

  1. A cover letter stating the name, address, and telephone number of the proposing Consultant(s), and bearing the signature of the person having the authority to make the quote for the Consultant(s) and bind the Consultant(s) in a formal contract with Owner.
  2. A response that defines the methods and means by which the proposing Consultant(s) will perform the services outlined in the Request for Quote.
  3. A project timeline outlining the dates, deliverables, specific tasks, and who is responsible during the course of the project. The project will need to be completed within 6 months of the grant contract date.
  4. A list of what portion of the work, if any, will be subcontracted and the name of the firm(s) that will be used. Proof of payment to subcontractor(s) will be required before Consultant is reimbursed.
  5. A list of at least three (3) references each for which services have been provided by the proposing Consultant(s) and subcontractor. Include contact names, addresses, and telephone numbers.
  6. A statement of qualifications regarding the scope of services:
  1. A list of those individuals who will be working on the project either as employees/principals of the Consultant(s)
  2. The names of subcontractor entities who will work on the project under the supervision of the Consultant(s)
  3. For employees/principals/subcontractors of the Consultant(s)
  • a brief statement of individual education
  • professional registrations
  • areas and years of relevant experience
  • a brief list of representative clients
  1. Examples of previous work which was conducted on similar projects.
  2. A proposed not-to-exceed total cost and a per hour cost for all services.
  3. Any other information deemed necessary by the proposing Consultant(s).

Submittal of a quote shall be taken as prima facie evidence that the Consultant(s) has full knowledge of the scope, nature, quality, and quantity of the work to be performed, and the detailed requirements and conditions under which the work is to be performed

GENERAL REQUIREMENTS OF THE SUCCESSFUL PROPOSING CONSULTANT(S)

Professional service or creative work, including consultation, evaluation, planning and design, must be performed by an organization licensed to practice business in the State of Colorado.

The successful proposing Consultant(s) and its employees will operate as an independent contractor and will not be considered employees of Owner.

The Consultant(s) will be required to attend monthly meetings with the Owner in addition to other community meetings as deemed necessary for the success of the project.

The finished project, and any and all original software, programs, algorithms, databases, B-roll, video, photography, and graphics generated by the Consultant(s) as part of its finished work shall be the property of Owner, and any further use of these work products shall be only with the express written consent of Owner.

The Consultant(s) will submit monthly work status reports to the Owner one week prior to the monthly regional tourism group meetings.

It is preferred that the Consultant(s) will utilize the local expertise, labor, and resources when available.

INSURANCE REQUIREMENTS

Prior to commencement of any work, contractor shall forward Certificates of Insurance to LarimerCounty, c/o Purchasing, 2555 Midpoint Dr. #B, Fort Collins, Colorado80525. The insurance required shall be procured and maintained in full force and effect for the duration of the Contract and shall be written for not less than the following amounts, or greater if required by law. Certificate Holder should be LarimerCounty at the above address.

  1. Workers' Compensation and Employers' Liability
  2. State of Colorado:Statutory
  3. Applicable Federal:Statutory
  4. Employer's Liability:$100,000 Each Accident
    $500,000 Disease-Policy Limit
    $100,000 Disease-Each Employee
  5. Waiver of Subrogation
  6. Commercial General Liability on an Occurrence Form including the following coverages: Premises Operations; Products and Completed Operations; Personal and Advertising Injury; Medical Payments; Contractual Liability; Independent Contractors; and Broad Form Property Damage. Coverage provided should be at least as broad as found in Insurance Services Office (ISO) form CG0001. Minimum limits to be as follows:
  1. Bodily Injury & Property Damage General Aggregate Limit$1,000,000
  2. Products & Completed Operations Aggregate Limit$1,000,000
  3. Personal & Advertising Injury Limit$1,000,000
  4. Each Occurrence Limit$1,000,000

Other General Liability Conditions:

  1. Products and Completed Operations to be maintained for one year after final payment. Contractor shall continue to provide evidence of such coverage to the County on an annual basis during the aforementioned period (as appropriate).
  2. Contractor agrees that the insurance afforded the County is primary.
  3. If coverage is to be provided on Claims Made forms, contractor must refer policy to Risk Management Department for approval and additional requirements.
  1. Commercial Automobile Liability coverage to be provided on Business Auto, Garage, or Truckers form. Coverage provided should be at least as broad as found in ISO form CA0001 (BAP), CA0005 (Garage) or CA0012 (Trucker) including coverage for owned, non-owned, & hired autos. Limits to be as follows:
  2. Bodily Injury & Property Damage Combined Single Limit$1,000,000
  3. Medical Payments Coverage$5,000/person
  4. Uninsured/Underinsured Motorist Colorado Statutory Limit$1,000,000
  5. All Insurance policies (except Workers Compensation and Professional Liability) shall include LarimerCounty and its elected officials and employees as additional insureds as their interests may appear. The additional insured endorsement should be at least as broad as ISO form CG2010 for General Liability coverage and similar forms for Commercial Auto and Umbrella Liability.
  6. The County reserves the right to reject any insurer it deems not financially acceptable by insurance industry standards. Property and Liability Insurance Companies shall be licenses to do business in Colorado and shall have an AM Best rating of not less than B+ and/or VII.
  7. Certificates of insurance on all policies shall give the County written notice of not less than thirty (30) days prior to cancellation or material change in coverage.
  8. Contractor shall furnish LarimerCounty certificates of insurance. Contractor will receive all sub-contractors certificates of insurance. Such certificate must meet all requirements listed above.

ANY DEVIATIONS FROM THE STANDARDS GIVEN ABOVE MUST BE APPROVED PRIOR TO BID OPENING BY THE LARIMER COUNTY RISK MANAGEMENT DEPARTMENT.

ILLEGAL ALIENS – PUBLIC CONTRACTS FOR SERVICES

  1. The Contractor certifies that the Contractor shall comply with the provisions of C.R.S. 8-17.5-101, et. seq. The Contractor shall not knowingly employ or contract with an illegal alien to perform work under this contract or enter into a contract with a subcontractor that fails to certify to the Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this contract.
  2. The Contractor represents, warrants, and agrees that it (a) has verified that it does not employ any illegal aliens, through participation in either the E-Verify Program or in the State of Colorado Verification Program ("Department Program").
  3. If the Contractor elects to participate in the Department Program pursuant to C.R.S. 8-17.5-102, the Contractor must provide the County a copy of Contractor's completed Notice of Participation Form.
  4. If the Contractor hires a new employee who performs work under this public contract, the Contractor must provide the County affirmation as required by C.R.S. 8-17.5-102(5)(c)(II).
  5. The Contractor shall comply with all reasonable requests made in the course of an investigation by the Colorado Department of Labor and Employment. If the Contractor fails to comply with any requirement of this provision or C.R.S. 8-17.5-101, et. seq., the County may terminate this Contract for breach of contract, and the Contractor shall be liable for actual and consequential damages to the County.
  6. The Contractor shall not use the E-Verify Program or the Department Program to undertake pre-employment screening of job applicants while this Contract is being performed.
  7. If the Contractor obtains actual knowledge that a subcontractor performing work under this contract knowingly employs or contracts with an illegal alien, the contractor shall:
  8. Notify the subcontractor and the County within three days that the Contract has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and
  9. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to sub-paragraph "a" above, the subcontractor does not stop employing or contracting with the illegal alien, unless the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien.

The quotation must be received either by mail, hand-delivered, or via fax (970) 498-5959 no later than 10:00 A.M. on Wednesday, July 15, 2009. If quotation is sent via fax, please call (970) 498-5955 to verify your quotation has been received. If quotation is hand-delivered or mailed, the quotation must be clearly identified on the front of the envelope with the quotation number and title. Responsibility for timely submittal and routing of quotations prior to opening lies solely with the vendor. Quotations received after the closing time and date specified will not be considered. The address for the Larimer County Purchasing Department is 2555 Midpoint Drive, Suite B, Fort Collins, Co 80525-4425.

QUOTE FORM

YOUR NOT TO EXCEED TOTAL PRICE FOR THIS PROJECT$

SIGNED: ______

PRINTED NAME:

COMPANY NAME:

ADDRESS:

CITY: ______STATE: ______ZIP:

DATE:TELEPHONE: FAX:

EMAIL:

For further information regarding this Quote #09-15, please contact Tamara Wagner, Accounting Technician I, Larimer County Purchasing Department at 970 498-5955.