city of farmington
TRANSCRIPT
CITY OF FARMINGTON 800 MUNICIPAL DRIVE
FARMINGTON, NEW MEXICO 87401
Farmington Metropolitan Redevelopment Area (MRA) Plan Update RFP #18-126083
PROPOSAL OPENING DATE
June 13, 2018 2:00 p.m.
DEADLINE FOR QUESTIONS May 31, 2018
2:00 p.m.
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Table of Contents Section Page Acknowledgment of Receipt Form .............................................................................................. 3 Request for Proposals - Submittal............................................................................................... 4 Notice to Offerors ........................................................................................................................ 5 General Conditions ..................................................................................................................... 6 I. Background Information .......................................................................................................... 7 1. General Information ................................................................................................................ 7 2. Scope of Work ........................................................................................................................ 7 3. Qualifications of Offerors....................................................................................................... 10 4. Information Provided by City ................................................................................................. 11 5. Intent .................................................................................................................................... 11 II. Proposal Process .................................................................................................................. 12 1. Introduction .......................................................................................................................... 12 2. Schedule ............................................................................................................................... 12 3. Due Date .............................................................................................................................. 12 4.Deadline for Questions .......................................................................................................... 12 5. Number of Copies ................................................................................................................. 12 6. Inquiries ................................................................................................................................ 13 7. Signing of Proposals and Authorization to Negotiate ............................................................. 13 8. Period of Acceptance ............................................................................................................ 13 9. Binding Offers ....................................................................................................................... 13 10. Subcontracts and Other Contractual Arrangements ............................................................ 14 11. Independence of the Offeror ............................................................................................... 14 12. Laws and Regulations ......................................................................................................... 14 13. Confidentiality ..................................................................................................................... 14 14. Prohibited Contacts ............................................................................................................. 15 15. Bribery and Kickbacks ........................................................................................................ 15 16. Protest Deadline ................................................................................................................. 15 17. Agreement .......................................................................................................................... 15 18. Contract Length .................................................................................................................. 16 19. References ......................................................................................................................... 16 20. Conflict of Interest ............................................................................................................... 16 21. Debarment, Suspension, and Ineligibility ............................................................................ 16 III. Proposal Format Requirements ........................................................................................... 17 1. General Format for Proposals ............................................................................................... 17 2. Organization of Materials ...................................................................................................... 18 3. Contents of Proposal ............................................................................................................ 18 IV. Evaluation .......................................................................................................................... 21 1. Criteria for Award .................................................................................................................. 21 2. Presentation Agenda ........................................................................................................... 21 3. Presentation Schedule ......................................................................................................... 21
Cost of Proposal ............................................................................................................. Exhibit A Offeror's Estimate of Taxes ............................................................................................. Exhibit B Campaign Contribution Disclosure Form......................................................................... Exhibit C Draft Agreement ............................................................................................................. Exhibit D
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Farmington Metropolitan Redevelopment Area (MRA) Plan Update RFP #18-126083
June 13, 2018 2:00 P.M.
ACKNOWLEDGEMENT OF RECEIPT FORM
In acknowledgement of receipt of the Farmington Metropolitan Redevelopment Area (MRA) Plan Update distribution packet #18-126083, the undersigned agrees that he/she has received a complete copy, beginning with the title page and ending with the draft agreement, for a total of 27 pages. In order to receive copies of all future communications, relating to, and including amendments to this distribution packet #18-126083, return this acknowledgement form no later than May 31, 2018 at 2:00 p.m. Returning this form is not mandatory to submit a bid. FIRM: REPRESENTED BY: TITLE: PHONE: EMAIL: FAX: ADDRESS: CITY: STATE: ZIP: SIGNATURE: DATE: This name and address will be used for all correspondence related to document #18-126083. Firm does / does not (circle one) intend to respond to Farmington Metropolitan Redevelopment Area (MRA) Plan Update, #18-126083. If firm does not intend to reply, please give a brief reason for not responding:
Return to:
Sharron Dunn, CPPB, Buyer I City of Farmington Central Purchasing 800 Municipal Drive
Farmington, NM 87401 Phone: (505) 599-1376
Fax: (505) 599-1377 Email: [email protected]
Faxed Copies of this form will be accepted. Faxed RFP responses will not be accepted.
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REQUEST FOR PROPOSALS
************************************ RFP TITLE: Farmington Metropolitan Redevelopment Area (MRA) Plan Update RFP #: 18-126083 ************************************ PROPOSALS SHALL BE DELIVERED TO: CITY OF FARMINGTON CENTRAL PURCHASING DEPARTMENT 800 MUNICIPAL DRIVE (Mailing Address) OR 805 MUNICIPAL DRIVE (Physical Location) FARMINGTON, NM 87401 PROPOSAL OPENING DATE: June 13, 2018, 2:00 P.M.
Approved as to form:
/s/Rosalyn Potter
Rosalyn Potter, CPPB Contracts Administrator If you have any questions regarding this Request for Proposal, please contact:
/s/Sharron Dunn
Sharron Dunn, CPPB, Buyer I DEADLINE FOR QUESTIONS: DATE: May 31, 2018 TIME: 2:00 p.m.
IMPORTANT – PROPOSALS MUST BE SUBMITTED IN A SEALED ENVELOPE OR BOX WITH THE RFP NUMBER AND
OPENING DATE CLEARLY INDICATED ON THE FRONT OF THE ENVELOPE OR BOX.
EMAILED OR FAXED PROPOSALS WILL NOT BE ACCEPTED.
Sealed proposals will be received until the above specified date and local time, and then opened at the City of Farmington Central Purchasing Department. The opening of proposals shall be conducted in private in order to maintain the confidentiality of the contents of all proposals during the negotiation process. The undersigned declares that the amount and nature of the service to be furnished is understood and that the nature of this proposal is in strict accordance with the conditions set forth and is part of this Request for Proposal (“RFP”), and that the undersigned Offeror has read and understands the scope and conditions of the RFP. The undersigned, in submitting this proposal, represents that Offeror is an equal opportunity employer, and will not discriminate with regard to race, age, religion, color, national origin, ancestry, sex, or physical or mental handicap as specified in Sec. 28-1-7 NMSA 1978 in the performance of this contract between Offeror and the City of Farmington (“CITY”). The undersigned hereby proposes to perform necessary professional services for the amount and upon the conditions stated in this proposal after notice of award of the contract. This RFP is subject to the Purchase Order “Terms and Conditions,” Proposal Requirements, Scope of Work and any subsequent contract or agreement.
OFFEROR MUST COMPLETE THE FOLLOWING
COMPANY NAME / MAILING ADDRESS / CITY / STATE / ZIP CODE (please print)
CONTACT PERSON (please print) EMAIL ADDRESS TELEPHONE NUMBER
***To be a valid proposal, Offeror must sign on the above line*** TITLE
In-State/Resident Veterans Preference will be applied only to those Offerors who have been issued a certification number from the State of New Mexico Taxation and Revenue Department and return a copy of their certificate with their proposal. In-
State/Resident Veterans Preference certification approval is required at the time of the proposal opening to be eligible. Please check here if you qualify for either preference and have included a certificate with your response.
Offeror must check the appropriate box below:
If applicable, OFFEROR ACKNOWLEDGES RECEIPT OF THE FOLLOWING AMENDMENT(S):
Addendum No. ______ Dated______ Addendum No. ______ Dated______ Addendum No. ______ Dated______ Addendum No. ______ Dated______
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CITY OF FARMINGTON, NEW MEXICO NOTICE TO OFFERORS
Farmington Metropolitan Redevelopment Area (MRA) Plan Update, RFP # 18-126083 June 13, 2018 @ 2:00 P.M.
Notices for solicitations will no longer be sent via mail beginning May 1, 2018, unless a vendor specifically requests notification by mail. Electronic notices will be sent via email, posted on our website and sent via “Notify Me”. Vendors may register for “Notify Me” on the City of Farmington website at www.fmtn.org. Request for Proposal (RFP) documents may be retrieved by accessing the Purchasing page of the City of Farmington website, www.fmtn.org, by calling (505) 599-1373 or visiting the Central Purchasing Office at 805 Municipal Drive, Farmington, New Mexico.
The above document has been issued by the City of Farmington for a competitive solicitation. Interested parties may obtain documents as described above. Publication Date: May 13, 2018
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GENERAL CONDITIONS
As required by 13-1-111 NMSA 1978 the City of Farmington (City) is requesting proposals (RFPs) for Farmington Metropolitan Redevelopment Area (MRA) Plan Update 18-126083. Proposals must include, but are not limited to, the requirements set forth in the RFP. Proposals deposited with the City may be withdrawn or modified prior to the time set for opening of proposals by delivering written notice on company letterhead. The opening of sealed proposals shall be conducted in private in order to maintain the confidentiality of the information/data provided. Proposals will remain confidential during the negotiation process. Pursuant to 13-1-115 NMSA 1978, Offerors submitting proposals may be afforded an opportunity for discussion and revision of proposals. Revisions may be permitted after submissions of proposals and prior to award for the purpose of obtaining best and final offers. Negotiations may be conducted with responsible Offerors who submit proposals found to be reasonably likely to be selected for award. The City will open all proposals, assign an evaluation committee and evaluate all proposals; determine the need for, and conduct any negotiation; and make a final recommendation to the City Council for award of the agreement or contract. The agreement or contract award shall be made to the responsible Offeror or Offerors whose proposal is most advantageous to the City, taking into consideration the evaluation factors set forth in the RFP. The Proposal total shall exclude all applicable taxes including applicable New Mexico Gross Receipts Tax or applicable local option tax. The City will pay the successful Offeror for any taxes due on the agreement or contract and will pay any increase in applicable taxes which become effective after the date the agreement or contract is entered into in addition to the Proposal total amount. Taxes shall be shown as a separate line item and separate amount on the invoice. The Offeror shall complete the “Offeror’s Estimate of Taxes” and shall identify by name each tax Offeror believes to be applicable to the agreement or contract and shall estimate the amount of each tax which will be billed to the City.
The City reserves the right to reject any or all proposals, cancel the RFP in its entirety or to waive irregularities at its option when it is in the best interest of the City of Farmington. Award of the contract is contingent upon the budgeting and appropriation of funds for continuation of the professional services contemplated by this RFP.
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Request for Proposals Farmington Metropolitan Redevelopment Area (MRA) Plan Update
RFP 18-126083
I. Background Information 1. General Information
The City of Farmington adopted a Farmington Metropolitan Redevelopment Area Plan (“the Plan”) in 2009. This Plan needs to be updated as per the scope of work described below. The 2009 MRA Plan, and the MRA Designation Report approved by resolution by the City Council are available for review from the City and New Mexico MainStreet. The City of Farmington (City) is requesting proposals (RFPs) from qualified professional planning consultants (Consultant) to update the 2009 MRA Plan.
2. Scope of Work
Required Downtown Master Plan Outline
An MRA Plan defines a community’s vision for the core commercial area and identifies priority catalytic projects to revitalize that area, determined through a dynamic community participation process. The MRA Plan examines existing conditions and assets, analysis of the core MRA economic market, develops a physical land use plan with livability/design guidelines, designs specific redevelopment sites and projects, and identifies sustainable implementation strategies and specific funding sources for each priority project for the district’s future physical improvements, economic uses, and regulations. When adopted by the City Council, the MRA Plan becomes a living document that guides MRA revitalization and public and private sector investment for several years.
Scope of Planning Services to be Performed
The following tasks are identified as the Scope of Work that the planning consultant team will be requested to perform in preparing the MRA Plan for the Historic Downtown Commercial Corridor (including Broadway and Main) and the Civic Center District. The scope of work should also include a cost analysis for the incorporation of the Animas District into the update.
A. Existing Conditions/Asset Inventory
An inventory and mapping of existing conditions will be performed that will include, but not be limited to, existing land use, zoning, public land ownership, transportation networks and traffic volumes within the district boundary and related neighborhoods. An asset inventory will also be completed determining the significant cultural and historic features and buildings, opportunity sites for redevelopment, and major regional attractions.
Prepare an overview of the history and settlement of the community and identify key historical or cultural events or populations that can serve as contributing to a place-based identity for the MRA.
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A map of opportunity sites and potential revitalization projects will be developed for the district area summarizing the results of the inventory.
B. Market Analysis
Market research will be conducted that will include the following information: • Overview of existing downtown, municipal and regional commercial and housing market
conditions • Overview of demographics of city and regional markets including skill base, education
and disposable income • Recent history of downtown services and retail including types of businesses, numbers
in each area, turnover rates • Competitive related markets and nodes in same segments • Trends driving the current market • Regional influences impacting the MRA • Potential opportunities in repositioning the downtown market including underserved
Markets • Assess where there may be gaps that could be filled by new businesses and what types
of skills residents may have to contribute • Interviews with commercial realtors will be conducted to identify residential and
business types that are under- supplied in the MRA
• Determination of the types of housing projects (ownership vs. rental, single family vs. multifamily, size of units) will be made that best meet the market needs for the area
• Assess the feasibility for uses such as retail, office, housing, hotel and cultural (such as museums, arts and entertainment) uses
• Economic positioning of downtown in relation to the development of the entire
community including business recruitment and retention • Tourism, especially heritage tourism, including the positioning of the district as an Arts
and Cultural District C. Downtown Vision and Greater Metropolitan Redevelopment Area Plan
Through the community participation process, create a vision for the district that reflects its historical context and present opportunities and assets to serve as an aspiration for the community’s future. This process will result in the preparation of an update to the 2009 Metropolitan Redevelopment Area (MRA) Plan as per New Mexico Redevelopment Code statutes.
Update the 2009 MRA Plan for the area that: • Allocates new and future land uses and revitalization projects in the downtown based on
the community input and market study that will create a sustainable downtown based on the MainStreet 4 Point Approach®. A sustainable downtown is more than “green buildings;” it encompasses the adaptive reuse of existing buildings, conserves energy, water and cultural resources, reduces greenhouse gas emissions, promotes economic development and vitality, and celebrates the cultures and traditions of the community.
• Integrates the preservation and conservation of existing historic buildings and cultural
properties into the planning and design of MRA projects and identify the potential for dedicating new nominations of historic buildings, cultural properties, state and/or national historic registered districts. Contact and coordinate with NM Historic
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Preservation Division (HPD) staff, and Bart Wilsey – Director of the Farmington Museum at Gateway Park, for information related to historic buildings and districts.
• Evaluates transportation/transit, traffic, and pedestrian issues related to the proposed
improvements in the area creating a walkable pedestrian-friendly environment through pedestrian enhancements and traffic calming measures. Contact and coordinate with NM Department of Transportation (NMDOT) District Engineer Office and the NMDOT Planning/CSS Division staff for existing information and proposed projects in the town.
• Determines vacant, underutilized and/or available land and buildings within the plan
area that could be redeveloped and recommends adaptive reuses of existing buildings or new development on vacant land.
• Review the City Zoning Code and recommend changes to the Code that will provide
incentives and foster implementation of the plan.
Identifies priority catalytic projects that will stimulate revitalization efforts and attract private sector reinvestment into the downtown. Projects should include increasing the city’s job creation, economic redevelopment, livability, walk-ability, place-making, and serve to support and enhance its authentic and unique sense of place.
Develop Downtown Livability/Design guidelines that consider the following character-defining elements:
• Gateways and Entries • Plazas, Parks and Public Spaces • Streets, Historic Roads and Scenic Byways, Pathways and Connections • Public Art • Street Furniture, Pedestrian Amenities • Building Setback/Massing/Scale • Building Height • State and/or National Historic registry status • Parking and Driveways • Porches, Portales and Awnings • Signage • Materials/Color • Architectural Features • Lighting • Security D. Implementation Strategies/Priorities
A prioritized and phased Implementation Plan will be developed consisting of revitalization projects and strategies that the MainStreet board and staff, Metropolitan Redevelopment Area Agency, and the City Council can follow for the successful implementation of the Plan and the long term sustainability of the MRA. Priority catalytic projects will range from small projects that can be implemented through partnerships with the City and the community’s MainStreet board using local volunteers and staff, to larger projects that may require Capital Outlay, Legislative and/or Federal funding. Project priorities will be determined through a community-based prioritization process. Projects will have specific funding sources identified to do each project.
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E. Funding Sources The consultant will identify funding sources applicable to the MRA and community to implement the plan including but not limited to a BID, CDBG, TIF, TIDD, LEDA, Lodgers Tax, Brownfield grants, DOT, TIGER grants, and other state and federal sources of funding. The narrative will be based on an evaluation of the municipality’s financial capacity and the best financial tool(s) to accomplish priority projects identified within MRA Plan.
F. Community Participation Process
The consultant will prepare the Plan through an intensive community process that will include at a minimum the following steps:
• Organize and conduct regular meetings with a Steering Committee regarding the MRA
Plan. • Conduct and facilitate a two-day public design workshop that utilizes a dynamic
planning process, e.g., a charette, to solicit and record the communities input on their ideas of revitalization projects and programs to include in the outcome of the Plan. Use this opportunity to solicit volunteers who may want to be involved in the local MainStreet organization or a task force to implement the MRA Plan’s projects.
• Prepare a draft MRA Plan, and present that Plan to the Steering Committee and
participants from the public workshop. Provide an opportunity for review and provide comment of the draft Plan to New Mexico MainStreet, NM Historic Preservation Division and NMDOT staff prior to any official action.
• Present the Final Plan to the MRA Commission, Downtown Farmington: A MainStreet
project and Board and Staff, the Steering Committee, participants from the public workshop, and City officials.
• Revise the final Plan as required by NM MainStreet, other state and local agencies, and
the City after their review of the final Plan. The final MRA Plan will be presented to the City Council for approval as per the State’s Redevelopment Code statute.
• Deliver 25 final color hardcopy Plans to the community, and all digital text and mapping
files in MS Word and ESRI ArcView formats. And 2 copies of the Plan in the same formats to New Mexico MainStreet.
3. Qualifications of Offerors
a. Offeror shall submit with each Proposal a qualification statement addressing the specialized design and technical competence of the firm and key personnel, based on similarly sized projects designed within the last five (5) years. Key Project Team Members: Personnel listed, as submitted by your firm, shall remain responsible throughout the period of the agreement and be available for anticipated public meetings to be held regarding the project. No substitution may be made without written submission of the proposed replacement and final approval being granted by the City's Project Manager.
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4. Information Provided by the City
a. Offerors are solely responsible for conducting their own independent research, due diligence or other work necessary for the preparation of proposals, negotiation of agreements, and the subsequent delivery of services pursuant to any agreement. In no event may Offerors rely on any oral statement.
b. Should an Offeror find discrepancies in, or omissions from, this RFP and related
documents, or should Offeror be in doubt as to meaning, Offeror shall immediately notify the City’s designated representative and, if necessary, a written addenda will be emailed to each Offeror who has returned the “Acknowledgement of Receipt” form, included in this document as Page 3. Each Offeror requesting an interpretation will be responsible for the delivery of such requests to the City’s designated representative in writing as outlined in this RFP. The City will not be bound by, nor responsible for, any explanation or interpretation of the proposed documents other than those given in writing.
5. Intent
a. It is the intent of the City to award the contract to the most qualified, responsible Offeror(s) as detailed in the Scope of Work, and with consideration of the potential costs for services. The City will negotiate with the Offeror(s) deemed most qualified by the City to address the specific services to be provided, the time and order of services, staffing, areas of responsibility and proposed fee structure, including the amount and method of payment.
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II. Proposal Process
1. Introduction
a. Until the final award by the Farmington City Council, the City reserves the right to reject any and/or all submittals, to waive technicalities, to re-advertise, or to otherwise proceed when the best interest of the City will be realized. This procurement is governed by the New Mexico State Statutes 1978, Chapter 13, Public Purchases and Property.
2. Schedule
a. It is the City’s intent to adhere to the following schedule. However, the City reserves the right to modify this schedule.
Preliminary Schedule
Activity Date
Issue RFP May 13, 2018
Deadline for Questions May 31, 2018 at 2:00 p.m.
Proposal Due Date June 13, 2018 at 2:00 p.m.
Recommendation to City Council for Award June 26, 2018
3. Due Date
a. Proposals shall be due no later than 2:00 p.m. on June 13, 2018. The Submittal Form (see page 4); the cost proposal form; and the Campaign Contribution Disclosure Form must be completed, signed, and incorporated into the proposal. Envelopes or boxes should be clearly marked “Proposal to Farmington Metropolitan Redevelopment Area (MRA) Plan Update, RFP 18-126083.”
b. Offerors are fully responsible for timely delivery of proposals. Any proposal received
after the stated closing time will be returned unopened. If proposals are sent by mail to the Central Purchasing Office, the Offeror shall be responsible for actual delivery of the proposal to the Central Purchasing Office before the advertised date and hour for the opening. Proposals which are delayed will not be considered and will be returned unopened.
4. Deadline for Questions
a. May 31, 2018 at 2:00 p.m. is the deadline for questions.
5. Number of Copies
a. The Offeror shall submit one (1) original and one (1) electronic version in PDF format provided on a CD or flash drive. The proposal shall contain any information or
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supplements which will assist the City in selecting an Offeror. All expenses associated with this submittal will be borne solely by the Offeror.
6. Inquiries
a. Questions and/or clarifications concerning this RFP will be accepted in writing through May 31, 2018 at 2:00 p.m. Requests may be transmitted via facsimile or email. Written responses to all written inquiries will be provided and distributed to all recipients of this RFP. Responses and addenda to this RFP, if necessary, are scheduled to be issued by June 1, 2018. No Offeror may rely upon oral responses made by any City employee or any representative of the City. Questions and/or clarifications concerning this RFP shall be directed to:
Sharron Dunn, CPPB Buyer I
Phone: (505) 599-1376 Fax: (505) 599-1377
Email: [email protected]
b. The only approved contact shall be with the above referenced purchasing staff.
Offerors making contact with any other City official, evaluation committee member, or City employee regarding this RFP may be disqualified.
c. Offerors shall have no claim against the City for failure to obtain information made
available by the City which the Offeror could have remedied through the exercise of due diligence.
7. Signing of Proposals and Authorization to Negotiate
a. The original proposal shall be executed by a duly authorized officer of the Offeror. The Offeror must also identify those persons authorized to negotiate on its behalf with the City in connection with this RFP.
8. Period of Acceptance
a. All proposals must remain valid for a minimum period of ninety (90) days after the Proposal Due Date. No proposal may be modified or withdrawn by the Offeror during this period of time unless prior written permission is granted by the City.
b. The City reserves the right to request additional information from the Offeror at any time
during the selection process. The City also reserves the right to extend by thirty (30) days the proposal of any Offeror, at no additional cost to the City, to allow for the completion of the final contract documents. If the notification of selection of an Offeror or request for time extension has not been made by the City after ninety (90) days, Offerors may, at their discretion, withdraw their proposals or provide the City with written extensions of time.
9. Binding Offers
a. All proposals submitted by Offeror are required to be binding offers, enabling acceptance by the City to form a binding contract. Proposals are to remain as binding
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offers for the full period of time of the initial 90-day Period of Acceptance and as such time period may be extended by the City. The City reserves the right to request revisions to proposals, prior to award, for the purpose of obtaining best and final offers.
10. Subcontracts and Other Contractual Arrangements
a. The use of subcontracts or other contractual arrangements to provide the requested services is permitted. The City, however, is looking for a contracting entity that provides for a single, technically and financially capable party to be fully responsible to the City for all contractual obligations.
b. All existing or anticipated subcontracting and other arrangements relating to the
entity that will contract with the City and to the services to be provided by such entity must be fully and clearly disclosed in proposals and are subject to further clarification by the Offeror, and the review and approval by the City.
11. Independence of the Offeror
a. The employees, officers and agents of the Offeror are not, nor shall they be deemed for any purpose, employees or agents of the City, nor shall they be entitled to any rights, benefits, or privileges of City employees. It is understood that the relationship of the Offeror to City, if a contract is successfully negotiated, will be that of independent contractor.
12. Laws and Regulations
a. This procurement shall be governed by, construed, and enforced in accordance with the laws of the State of New Mexico, and the laws, ordinances, rules and regulations of the City of Farmington. The City also requires that all responses to this RFP, and any contracts that may arise as a result of this procurement, be in accordance with laws, ordinances, and regulations of the State of New Mexico and the City of Farmington, New Mexico.
13. Confidentiality
a. It is understood by the Seller or Offeror and the City that the City is a New Mexico municipal corporation and, as such, is subject to the provisions of the New Mexico Inspection of Public Records, Section 14-2-1 through 14-2-12 NMSA 1978 and the New Mexico Public Records Act, Chapter 14, Article 3 NMSA 1978. In the event Seller or Offeror has responded to a City Request For Bid (RFB) or a City Request For Proposal (RFP) and marked all or any part of the information submitted as “CONFIDENTIAL INFORMATION” or as “PROPRIETARY INFORMATION,” City agrees to notify Seller of any third party request for any rates, terms, compensation amounts, or other information documented in the Purchase Order, Agreement, or Contract. To the extent Seller or Offeror provides City with written direction to withhold such requested Confidential Information or Proprietary Information and litigation results, Seller or Offeror agrees that the action would be brought in a New Mexico court of competent jurisdiction under New Mexico law. Seller or Offeror, being aware of said facts, agrees to provide legal counsel on behalf of the City in any such litigation and shall bear the complete cost of litigation, including attorney
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fees and court costs. If Seller or Offeror fails or refuses to provide legal counsel at its expense within ten (10) calendar days after written notification, as aforesaid, such failure may result in the City agreeing to release the Purchase Order, Agreement, or Contract or any portion thereof which is relevant to the denied request.
b. Confidential data are normally restricted to confidential financial information concerning the Offeror’s organization and data that qualifies as a trade secret in accordance with the Uniform Trade Secrets Act, §57-3A-1 to §57-3A-7 NMSA, 1978.
14. Prohibited Contacts
a. The Offeror, including any person affiliated with or in any way related to the Offeror, is strictly prohibited from any contact with members of the City Council, City staff or the City consultants on any matter having to do in any respect with this RFP other than as outlined herein. Failure by any Offeror to adhere to this prohibition may, at the sole discretion of the City, result in disqualification and rejection of any proposal.
15. Bribery and Kickbacks
a. By law (Section 13-1-191, NMSA, 1978) the City is required to inform Offerors of the following: (1) it is a third-degree felony under New Mexico law to commit the offense of bribery of a public officer or public employee (Section 30-24-1, NMSA, 1978); (2) it is a third-degree felony to commit the offense of demanding or receiving a bribe by a public officer or public employee (Section 30-24-2, NMSA, 1978); (3) it is a fourth-degree felony to commit the offense of soliciting or receiving illegal kickbacks (Section 30-41-1, NMSA, 1978); (4) it is a fourth-degree felony to commit the offense of offering or paying illegal kickbacks (Section 30-41-2, NMSA, 1978).
16. Protest Deadline
a. Any protest by an Offeror must be timely and in conformance with Section 13-1-172, NMSA, 1978 and applicable procurement regulations. The fifteen (15) day protest period for responsive Offerors shall begin on the day following the City’s written notification to all responding Offerors. Protests must be written and must include the name and address of the protestor and the number assigned to this RFP by the City. It also must contain a statement of grounds for protest including appropriate supporting exhibits. The timely protest must be delivered to:
Ms. Kristi Benson, CPPO, CPPB
Chief Procurement Officer Central Purchasing Division
City of Farmington 800 Municipal Drive (Mailing Address) OR 805 Municipal Drive (Physical Location)
Farmington, NM 87401-2663
17. Agreement
a. A draft agreement is attached as Exhibit D. A written contract will be entered into between the City and the successful Offeror.
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18. Contract Length
a. The term of the Agreement shall be in effect until contract completion 19. References
a. The Offeror shall provide a list of five (5) references of clients whom are being provided the same or similar type service. The reference list shall include current clients which services have been provided within the past three (3) years and shall provide a contact person, telephone number and email address. The City reserves the right to contact clients for reference checks.
20. Conflict of Interest
a. Offeror warrants that it presently has no interest and will not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of service under this contract.
b. Offeror must notify the City’s Chief Procurement Officer if any employee(s) of the
requesting department or the Central Purchasing Division have a financial interest in the Offeror. If yes, the Offeror must specify the employee(s) name in their proposal.
21. Debarment, Suspension, and Ineligibility
a. By submitting a response to this solicitation (RFQ, Bid, RFP) the business (Bidder/Offeror/Contractor) represents and warrants that it is not debarred, suspended, or placed in ineligibility status under the provisions of Federal Executive Order 12549.
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III. Proposal Format Requirements
1. General Format for Proposals
a. To facilitate comparison and evaluation, Offerors must follow the format outlined in this section. Failure of an Offeror to follow the required format, may, at the sole discretion of the City, result in the rejection of the submittal. Proposals shall contain concise written material and illustrations that enable a clear understanding and evaluation of the capabilities of the Offeror. Legibility, clarity, and completeness are essential. The City, at its sole discretion, may reject any proposal, which is unclear in any way.
2. Organization of Materials
a. Proposals must be organized in the following manner:
(1) Submittal Form, Cost Proposal, Campaign Contribution Disclosure Form (2) Cover Letter (3) Table of Contents
(4) Qualifications and Experience with governmental entities 1. Professional Resumes 2. Experience and Background
(5) Minimum requirements listed in the Scope of Work (6) References (7) Contractual Considerations of Draft Agreement 3. Contents of Proposal
a. The Offeror must provide the required information both as to itself and any other person, including without limitation, any corporation, partnership, contractor, joint venture, consortium, or individual which the Offeror intends to assign to a key management role in the proposed agreement with the City or to which the Offeror intends to assign material responsibilities under any such agreement.
b. Submittal Form and Form of Proposal
(1) The submittal form is included as Page 4, the cost proposal is included as
Exhibit A, and the Campaign Contribution Disclosure Form is included as Exhibit C. They must be completed, signed and incorporated into the submitted proposal. Failure to do so may result in disqualification.
c. Cover Letter
(1) The cover letter shall constitute a firm offer to the City and be utilized to introduce the Offeror. Cover letters should contain the following information:
1. Designation of the business entity that will contract with the City;
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2. Identification of the principal contact person for the Offeror and an alternate contact person together with addresses, telephone and facsimile numbers, and e-mail address;
3. A clear statement indicating that the attached proposal constitutes a firm and binding offer by the Offeror to the City; and
4. A clear statement indicating that all information in support of the proposal is accurate, truthful, and factual.
d. Table of Contents
(1) Proposals should contain a detailed table of contents listing major sections
and subsections which correspond to the requirements of the RFP. The table of contents should also list all tables, exhibits, figures, etc. contained in the proposal.
e. Qualifications and Experience
(1) Professional Resumes of each key staff member, organized as follows:
1. Professional background 2. Current and past relevant experience 3. Education 4. Certifications 5. A listing of directly relevant projects of similar nature which includes
the project name, project description, and role of staff member in project.
f. Offeror to submit any requested changes/additions to the Draft Agreement.
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IV. Evaluation
1. Criteria for Award
a. The City will receive proposals from firms having specific experience, resources and qualifications in the proposed scope of work.
Proposals for consideration for this project must contain evidence of the firm's experience and abilities in the specified area and other disciplines directly related to the proposed services. Other information required by the City to be submitted in response to this RFP is included elsewhere in this solicitation.
A selection committee will review and evaluate all replies and detailed proposals, may conduct oral presentations or a combination of both, unless otherwise indicated in this solicitation. The selection committee will have only the response to this solicitation to review for selection of finalists and, therefore, it is important that Offerors emphasize specific information considered pertinent to the services to be provided. Evaluation of the responses will be based on the following criteria:
30 Points
Adequacy of proposed approach to the tasks described in Scope of Services.
25 Points Experience and qualifications of Offeror staff to perform tasks
described in this RFP.
15 points Adequacy of proposed project management and resources to be
utilized by the Offeror. 5 points In-state Preference or 10 points Veterans Preference
30 points Cost
The Offeror with the lowest cost will receive a total of 30 points. Each succeeding offer will receive a quota of points computed as follows: Lowest Offer ($ ) X 30 = Points
Higher Offer ($ ) Price Evaluation 110 Points Proposals will be evaluated based on the above 100 points
of the evaluation criteria for final negotiations with the top rated firm.
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b. Application of In-State/Veterans Preference Offeror shall include in-state preference certificates for themselves and for any sub-contractors listed in the proposal.
(1) Pursuant to Section 13-1-21(C)(2), NMSA 1978, When a public body makes a
purchase using a formal request for proposals process:
1. If the contract is awarded based on a point-based system, a resident business shall be awarded the equivalent of five percent of the total possible points to be awarded based on the resident business possessing a valid resident business certificate.
2. The City’s RFP award process is based on a point system, with 100
points possible. With the in-state preference applied, 105 points will be possible.
(2) Pursuant to Section 13-1-21(D), NMSA 1978, When a joint bid or joint
proposal is submitted by both resident and nonresident businesses, the resident business preference provided pursuant to Subsection B or C of the statute shall be reduced in proportion to the percentage of the contract, based on the dollar amount of the goods or services provided under the contract, that will be performed by a nonresident business as specified in the joint bid or proposal.
1. Offeror will complete the following table if submitting a joint
proposal:
Firm Name, Location Of Resident Businesses Firm Name, Location Of Non-Resident Businesses
Work to be Performed % of Work Performed Compared to Contract Cost
Points shall be distributed by the percent of work identified above calculated as follows: Example: 35% of work will be performed by the certified resident business: 35% of 5 points = 1.75 points
(3) In accordance with Sections 13-1-21 and 13-1-22 NMSA 1978 and effective July 1, 2012, a resident veteran’s business preference has been implemented. The Taxation and Revenue Department (TRD) will be issuing a three (3) year certificate to each qualified business. Businesses are required to reapply to TRD every three (3) years with the proper documentation to renew their certificate.
(4) If the contract is awarded based on a point-based system, a resident
veteran shall be awarded the equivalent of ten percent (10%) of the total
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possible points to be awarded based on the veteran business possessing a valid veteran business certificate.
The City’s RFP award process is based on a point system, with 100 points possible. With the veterans preference applied, 110 points will be possible.
(5) This preference is separate from the in-state preference and is not cumulative with that preference.
2. Presentation Agenda – if required
a. Offerors should be prepared to speak on the following issues during the course
of their presentation.
Grasp of Project Requirements - Discussion of firm's analysis and level of interest.
Design Approach/Methodology - Discussion of the methodology the firm proposes to use in providing the required services.
Key Personnel and Roles - Discussion of personal qualifications and professional skills of key individuals.
Pertinent Experience of the Firm - Discussion of related projects presented as previous work of the firm.
3. Presentation Schedule – if required
a. A Presentation Schedule of the top evaluated firms that will be continuing in the evaluation process will be issued. Offeror’s proposal will be utilized by the evaluation committee and any additional presentation material shall be distributed at the time of Offeror's presentation. City personnel will be available during the Offeror's set-up period, and during the presentation to offer assistance.
b. A one (1) hour maximum time allotment will be available for each firm. A fifteen
(15) minute question and answer period shall be incorporated within the presentation period.
c. The City requests that Offerors address all concerns outlined in the RFP during
their scheduled presentation. The RFP outlines the City’s project summary and it is our intent to refine in detail the scope of services, additional requirements and agreement format during negotiations with the top evaluated firm.
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EXHIBIT A
COST OF PROPOSAL
For services as outlined, I representing the firm of will perform the necessary services, according to the request for proposals for the following costs: A. Direct Salary Costs:
Key Personnel Title Hours Rate/Hour Cost ($)
Total Direct Salary Costs: $
B. Labor and General & Administrative Overhead*
Percentage of Direct Salary Costs % $ C. Direct Nonsalary Expenses, include number of trips to Farmington, NM
Transportation Per Diem Printing Consultants Other
Total Direct Non-salary Expenses $
D. Subtotal of Items A, B, and C: $ E. Outside Consultant Costs (specify) $
Total Cost $ * For Item B, the Offeror should submit a statement of auditable overhead expenses,
certified by the Offeror’s auditor, the sponsor’s auditor, the state’s auditor, or a Federal government auditor.
Signed: Company Name: Telephone Number: Date:
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EXHIBIT B OFFEROR’S ESTIMATE OF TAXES
The City of Farmington issues Type 9 Non-Taxable Transaction Certificates (NTTC's) and is tax exempt for purchases of TANGIBLE PERSONAL PROPERTY ONLY. These certificates may not be used to purchase construction materials to be used in construction projects. To receive an NTTC please contact Accounts Payable at 505-599-1213. Determinations for applicable tax classification should be made by the Taxation and Revenue Department or your tax consultant. Please call 505-325-5049 for the Farmington branch or 505-827-0700 for the State office. I, the official signature on the Cost of Proposal, hereby swear that I am duly authorized to legally bind the prospective contractor to this estimate of taxes certification. Hereby as Offeror, I certify that Offeror has made a diligent effort to ascertain and identify all taxes which will be charged to the City against this Proposal and that, in Offeror's opinion, the taxes identified below and the amount shown for all of the taxes which will be charged in addition to the total costs shown on the Cost of Proposal. I affirm Offeror will submit payment on the State of New Mexico periodic CRS-1 report for actual taxes due, as estimated below, to the State of New Mexico Taxation and Revenue Department, accurately identifying the appropriate governmental entity to receive credit for taxes paid. I am fully aware that this certification is made under penalty of perjury under the laws of the State of New Mexico.
New Mexico Gross Receipts Tax
% $ Offeror’s Initial Here to Certify Compliance
Compensating Tax % $
Other % $
Offeror’s New Mexico CRS Identification Number
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EXHIBIT C CAMPAIGN CONTRIBUTION DISCLOSURE FORM
Pursuant to Chapter 81, Laws of 2006, any prospective contractor seeking to enter into a contract with any state agency or local public body must file this form with that state agency or local public body. The prospective contractor must disclose whether they, a family member or a representative of the prospective contractor has made a campaign contribution to an applicable public official of the state or a local public body during the two years prior to the date on which the contractor submits a proposal or, in the case of a sole source or small purchase contract, the two years prior to the date the contractor signs the contract, if the aggregate total of contributions given by the prospective contractor, a family member or a representative of the prospective contractor to the public official exceeds two hundred and fifty dollars ($250) over the two year period. THIS FORM MUST BE FILED BY ANY PROSPECTIVE CONTRACTOR WHETHER OR NOT THEY, THEIR FAMILY MEMBER, OR THEIR REPRESENTATIVE HAS MADE ANY CONTRIBUTIONS SUBJECT TO DISCLOSURE. The following definitions apply: “Applicable public official” means a person elected to an office or a person appointed to complete a
term of an elected office, who has the authority to award or influence the award of the contract for which the prospective contractor is submitting a competitive sealed proposal or who has the authority to negotiate a sole source or small purchase contract that may be awarded without submission of a sealed competitive proposal.
“Campaign Contribution” means a gift, subscription, loan, advance or deposit of money or other thing of value, including the estimated value of an in-kind contribution, that is made to or received by an applicable public official or any person authorized to raise, collect or expend contributions on that official’s behalf for the purpose of electing the official to either statewide or local office. “Campaign Contribution” includes the payment of a debt incurred in an election campaign, but does not include the value of services provided without compensation or unreimbursed travel or other personal expenses of individuals who volunteer a portion or all of their time on behalf of a candidate or political committee, nor does it include the administrative or solicitation expenses of a political committee that are paid by an organization that sponsors the committee.
“Contract” means any agreement for the procurement of items of tangible personal property, services, professional services, or construction.
“Family member” means spouse, father, mother, child, father-in-law, mother-in-law, daughter-in-law or son-in-law.
“Pendency of the procurement process” means the time period commencing with the public notice of the request for proposals and ending with the award of the contract or the cancellation of the request for proposals.
“Person” means any corporation, partnership, individual, joint venture, association or any other private legal entity.
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“Prospective contractor” means a person who is subject to the competitive sealed proposal process
set forth in the Procurement Code or is not required to submit a competitive sealed proposal because that person qualifies for a sole source or a small purchase contract.
“Representative of a prospective contractor” means an officer or director of a corporation, a member
or manager of a limited liability corporation, a partner of a partnership or a trustee of a trust of the prospective contractor.
DISCLOSURE OF CONTRIBUTIONS MADE TO: Mayor Nate Duckett, Councilor Linda G. Rodgers, Councilor Janis Jakino, Councilor Jeanine Bingham-Kelly and Councilor Sean E. Sharer: Contribution Made By: Relation to Prospective Contractor: Name of Applicable Public Official: Date Contribution(s) Made: Amount(s) of Contribution(s) Nature of Contribution(s) Purpose of Contribution(s) ___________________________ _______________________ Signature Date ___________________________ Title (position)
--OR—
NO CONTRIBUTIONS IN THE AGGREGATE TOTAL OVER TWO HUNDRED FIFTY DOLLARS ($250) WERE MADE to an applicable public official by me, a family member or representative. ______________________________ _______________________ Signature Date ______________________________ Title (Position)
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DRAFT SERVICES AGREEMENT
Farmington Metropolitan Area (MRA) Plan Update
THIS SERVICES AGREEMENT (this “Agreement”) effective as of [ENTER DATE] (“Effective Date”) is entered into by and between [“Name of Contractor”], a [“Business Entity Type and state in which it is incorporated”] (the “Contractor”) and City of Farmington, a New Mexico municipal corporation (“City”). Contractor and City may be referred to collectively as the “Parties” or individually as a “Party.”
RECITALS WHEREAS, Contractor has represented to City that it is specifically qualified to perform
services of the nature contemplated by this Agreement; and WHEREAS, City desires to engage the services of Contractor and Contractor desires to
perform such services for City. NOW THEREFORE, in consideration of the mutual terms, covenants and conditions set
forth in this Agreement, Contractor and City agree as follows: 1. Services. Contractor agrees to perform the services as set forth in Exhibit A-1 attached hereto (“Services”) in a timely manner and in accordance with the terms and conditions of this Agreement and applicable laws. Contractor shall furnish, at its own expense, all labor, transportation, materials, consumables, qualified supervisory personnel, tools, equipment and facilities, to properly perform the Services, except as otherwise provided in the Scope of Services. 2. Compensation. 2.1 For performance and completion of the Services, City shall pay Contractor according to Section 2.1.1 as set forth and described herein
2.1.1 The total sum of [“Dollar Amount in Words”] and [“00 thru 99”]/100 dollars ($[“Dollars & Cents in #”]) (“Lump Sum”), plus applicable gross receipts taxes which are payable by Contractor to the relevant taxing authority and reimbursable by City pursuant to Section 11 “Taxes.” The Lump Sum is payable upon completion of the Services. 2.2 Except, as specifically otherwise provided for in the Agreement, the foregoing compensation shall constitute the sole compensation payable to Contractor for performance of the work or anything done in connection thereto. 3. Changes to Services. City may, at any time, revise the Services by providing written notice to Contractor of the required changes. Contractor may propose changes to the Services to City, but such proposed changes will only become effective upon obtaining the written approval of a City contracting agent or City officer/official. The rate of compensation set forth in Section 2 “Compensation” may only be changed by a written agreement of the Parties signed and dated by a City contracting agent or City officer/official and Contractor.
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4. Term. This Agreement shall remain in full force and effect from the Effective Date until until completion of Services”, unless terminated earlier as provided herein. 5. Termination. 5.1 Termination by City for Cause. In the event of a default by Contractor and if City elects to terminate this Agreement and the Services, then City shall give written notice of termination to Contractor specifying the date of termination. City may, at its option, (a) take possession of work performed by Contractor as of the date of termination to maintain the orderly progress of, and to finish the Services; or (b) finish the Services by whatever other reasonable method City deems expedient. 5.1.1 If the unpaid balance of Contractor’s compensation under Section 2 “Compensation” for Services performed prior to the effective date of termination exceeds the cost of finishing the Services and any other extra costs or damages incurred by City in completing the Services, or otherwise as a result of Contractor’s default, such excess shall be paid to Contractor. If such costs exceed the unpaid balance of Contractor’s compensation for Services performed prior to the effective date of termination, Contractor shall pay the difference to City. These obligations for payment survive termination. 5.1.2 Termination of this Agreement and the Services in accordance with this Section 5.1 shall not relieve Contractor of any responsibilities for Services performed. 5.1.3 If City terminates this Agreement for default under this Section 5.1 and it is later determined that Contractor was not in default, then such termination shall be deemed a termination for convenience pursuant to Section 5.2 “Termination by City for Convenience.” 5.2 Termination by City for Convenience. The City Manager may, upon advance written notice to Contractor, suspend, abandon or terminate the Services, or any portion of the Services thereof, and terminate this Agreement, for any reason whatsoever including for the convenience of City without regard to whether or not Contractor has defaulted or failed to comply with the provisions of this Agreement. If the City Manager terminates the Services, or any portion of the Services thereof for convenience, City shall pay Contractor for all parts of the Services performed prior to the effective date of termination, including materials provided, in conformity with this Agreement, plus an amount for the Contractor’s substantiated, reasonable direct costs necessarily incurred in preparation for the parts of the Services not yet performed and in shutting down its operations; plus an amount for a reasonable part of the profit Contractor would otherwise have earned for the percentage of Services performed prior to such termination, provided that the total sum payable to Contractor upon termination shall not exceed the unpaid balance of Contractor’s compensation under Section 2 “Compensation”. Contractor shall not be entitled to any other costs or damages whatsoever arising out of Contractor’s performance of the Services and the termination by City for convenience. 5.3 Stopping Services. When City terminates the Services in accordance with Section 5.1 “Termination by City for Cause” or Section 5.2 “Termination by City for Convenience,” Contractor shall take the actions set forth herein. Unless City directs otherwise, after receipt of a written notice of termination for either cause or convenience, Contractor shall promptly (a) stop performing Services on the date and as specified in the
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notice of termination; (b) place no further orders or subcontracts for materials, equipment, services or facilities, except as may be necessary for completion of such portion of the Services that is not terminated; (c) cancel orders and subcontracts, upon terms acceptable to City, to the extent that they relate to the performance of Services terminated; (d) assign to City all of the right, title, and interest of Contractor in all orders and subcontracts related to Services which shall continue; (e) deliver completed work to City and take such action as may be necessary or as directed by City to preserve and protect the work, work site, and any other property related to the Services in the possession of Contractor in which City has an interest; and (f) continue performance only to the extent not terminated. 5.4 Suspension of the Services. City may, for any reason, at any time and from time-to-time, by written notice to Contractor, suspend the carrying out of the Services or any part thereof, whereupon Contractor shall suspend the carrying out of the Services or any part thereof for such time or times and in such manner as City may require. During any such suspension, Contractor shall properly protect and secure the results of the Services in such manner as City may reasonably require. Unless otherwise instructed by City, Contractor shall, during any such suspension, maintain its staff and labor on or near the work site and otherwise be ready to proceed with the Services upon receipt of City’s further instructions. City and Contractor shall negotiate a change order to address the impact of such suspension on Contractor’s compensation and the term of this Agreement in accordance with Section 3 “Changes to Services” of this Agreement.
5.5 Termination by Contractor for City Default. Subject to City’s right of set-off, if City fails to pay Contractor any undisputed amount due hereunder, and such failure continues for thirty (30) days following receipt of written notice thereof from Contractor, then Contractor shall be entitled to suspend further performance of the Services and be paid its costs during the period of suspension in the same manner as provided in Section 5.4 until the undisputed amount due, plus applicable interest, has been paid. If (a) such failure continues for an additional period of thirty (30) days or (b) Contractor’s Services under this Agreement are delayed by an event of Uncontrollable Forces (as defined in Section 14 herein), and/or suspended by City, for one hundred eighty (180) days or more, then Contractor shall be entitled to terminate this Agreement by written notice to City and be paid its costs in the same manner as provided in Section 5.4.
5.6 Delivery of Documents. Upon the suspension, abandonment, or termination of this Agreement, in whole or in part, Contractor shall execute and deliver all such instruments and take all such steps, including assignment of its contractual rights with third parties, as may be required to fully vest in City all right, title, and interest in all Services, including but not limited to all plans, specifications, materials, and equipment procured and all contractual rights, and/or cancel or terminate, at City’s option, such of those contractual rights including, but not limited to, subcontracts and purchase orders as may be requested in writing by City. 6. Contractor Representations and Corrective Action. 6.1 In addition to other representations and warranties contained in this Agreement, Contractor represents and warrants to City that:
(a) Contractor has performed similar Services and possesses the specific training, skills, knowledge, necessary personnel, and legal right to perform the Services. Contractor shall provide in connection with the Services the standard of care,
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skill, and diligence normally provided by a Contractor in the performance of similar services and warrants that all such Services shall be performed in accordance with sound and accepted industry standards and practices, and in accordance with all applicable federal, state and local laws, statutes, regulations, rules and ordinances, as amended from time to time (including but not limited to all applicable environmental, health and safety, cultural preservation and natural resources management laws, statutes, regulations, rules, and ordinances, as amended from time to time).
(b) The compensation described in Section 2 “Compensation” is reasonable
compensation for the performance of the Services, as represented by this Agreement, including all exhibits, and Contractor’s independent evaluation of the Services to be performed and investigation of site conditions.
(c) Contractor is financially solvent, able to pay its debts as they mature, and possesses sufficient working capital to complete the Services and perform Contractor’s obligations required by this Agreement.
(d) Contractor is able to furnish the plant, tools, materials, supplies, equipment and labor required to complete the Services and perform the obligations required by this Agreement and has sufficient experience and competence to do so and is properly insured and licensed to perform the Services.
(e) Contractor is the holder of or will take the necessary action to obtain all consents, licenses, permits, or other authorizations required to allow it to operate or conduct its business now and as contemplated by this Agreement and to perform the Services under this Agreement.
(f) No services performed or goods provided by Contractor shall cause any process, procedure, hardware, software, firmware, micro-code, equipment, component or device or any part thereof that is used in City’s operations and is currently Date Data Compliant, to thereafter cease to be Date Data Compliant. Contractor represents and warrants that all services rendered by Contractor to City pursuant to this Agreement shall be Date Data Compliant and that all processes, procedures, hardware, software, firmware, micro-code, equipment, components, devices or any part thereof provided by Contractor to City in rendering such services are designed to be Date Data Compliant. For purposes of this Agreement, “Date Data Compliant” means that all date-data is electronically recognized, handled and manipulated without interruptions or inaccuracies.
6.2 Contractor shall remedy, at its own expense, any problems or damages arising out of Contractor’s failure to perform the Services in accordance with this Agreement. If Contractor does not take the necessary corrective action within a reasonable time after receipt of City’s written notice of the problem, City may take such corrective action through itself or through contract with others, and shall charge Contractor for all such costs incurred by City. The rights and remedies of City provided for in this Section 6 are in addition to and do not limit any other rights and remedies available to City at law or in equity. 7. Regulatory Proceedings. Contractor shall testify, when required by City, on City’s behalf in any court or governmental or regulatory agency hearings or proceedings relative to
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the Services performed under this Agreement. Contractor’s testimony shall be limited to the scope of services performed by Contractor per the Services, subject to compensation at negotiated rates. 8. Independent Contractor. In performing the Services, Contractor is acting and shall be deemed for all purposes to be an independent contractor. City and Contractor are not partners, agents or joint venturers with each other, and this Agreement is not intended to nor shall it be construed to create a partnership, joint venture, or agency relationship between City and Contractor. Contractor shall complete the Services according to Contractor’s own means and methods of work, which shall be in the exclusive charge and control of Contractor, and which shall not be subject to the control and supervision of City, except as to the results of the Services. Contractor shall be entirely and solely responsible for its acts and the acts of its employees and agents while engaged in the performance of the Services. Contractor, its employees and agents shall not hold themselves out as employees or agents of City. Contractor and its employees are hereby expressly precluded from and not entitled to any employee benefits from City. For the purpose of clarifying the ineligibility of the Contractor under City’s employee benefits plans or programs, Contractor and its employees are hereby specifically excluded from any eligibility and/or are deemed a “temporary employee” when such term is used to define ineligibility in benefits in any City employee benefit plan or program. 9. Invoicing and Payment. Contractor shall submit invoices to City, referencing this Agreement number and Purchase Order number, together with such documentation as City may require, at the following address: Address: City of Farmington 800 Municipal Drive Farmington, New Mexico 87401
Attention: Accounts Payable Email: [email protected] If City has no objections to an invoice, it shall pay the invoice in full within thirty (30) days after receipt of such invoice. If City objects to an invoice or any portion thereof, it shall notify the Contractor of its objections within thirty (30) days after receipt and may withhold payment of the disputed amount. Any objections or disputes concerning invoices shall be resolved in accordance with Section 21 “Dispute Resolution.” 10. Audit. Contractor shall maintain complete and accurate records concerning the Services and all related transactions for at least three (3) years from the date of final payment for the Services. At any time but not later than three (3) years after final payment under this Agreement, City may make such audit of the invoices and substantiating material (including time records) as deemed necessary by City. Each payment made shall be subject to reduction and refund to City, or offset on future payments due Contractor, to the extent of amounts which are found by City not to have been properly payable or to have been overpaid, and shall also be subject to increase and payment to Contractor for underpayments to the extent of any amounts which are found by City to have been underpaid. Upon request by City, Contractor shall insert a clause containing all the provisions of this Section 10 in all subcontracts to permit City to make identical audits and inspections of the records of all subcontractors involved in performance of the Services.
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11. Taxes. Contractor shall pay all taxes and contributions for unemployment insurance, retirement benefits, pensions, annuities, and similar benefits, which may now or hereafter be imposed on Contractor by law or collective bargaining agreements with respect to persons employed by Contractor for performance of the Services. Contractor shall be liable for and shall pay and shall indemnify, defend, and hold City harmless from, all such taxes and contributions or any interest accrued and penalties imposed, and reasonable attorney fees and all taxes (including but not limited to, income, withholding, gross receipts, compensating, use and all other taxes of whatsoever kind and whatsoever nature), excises, assessments, and other charges levied by any governmental agency or authority on or because of the Services, or on any materials, equipment, services, or supplies furnished in the performance of the Services. On all invoices, Contractor shall separately show all New Mexico gross receipts, compensating, sales, and other similar taxes which are reimbursable by City to Contractor, provided that in no event will interest or penalties on such taxes be reimbursable by City. Contractor shall utilize appropriate New Mexico Nontaxable Transaction Certificates, or similar certificates from other states, where applicable, to minimize such gross receipts, compensating, sales, and other similar taxes. 12. Liability. 12.1 Contractor General Indemnity. To the fullest extent permitted by law, Contractor shall indemnify and hold harmless City, including its affiliates, directors, officers, officials, employees, and agents, from and against liability, claims, damages, losses or expenses, including attorney fees, arising out of, or resulting from performance of the Services or this Agreement, but only to the extent that the liability, damages, losses, or costs are caused by, or arise out of, the acts or omissions of Contractor, any subcontractor of Contractor, anyone directly or indirectly employed by them, or anyone for whose acts they may be liable. This indemnification provision shall apply equally to injuries to Contractor’s employees.
12.2 Compliance with Laws. Contractor shall indemnify, defend, and hold harmless City from and against any claims, damage and expense (including reasonable attorney fees) arising out of the violation by Contractor of any applicable law, rule regulation, or ordinance relating to Contractor’s operations and performance of the Services. 12.3 Intellectual Property Rights Infringement Indemnity. Contractor warrants that none of the Services, or the results thereof, performed by Contractor, or the documents, goods or equipment produced, designed, fabricated, or assembled by Contractor pursuant to this Agreement infringe upon or violate any patent, copyright, trade secret, or any other intellectual or property rights of any third party. If any third party makes a claim or commences a proceeding against City alleging such an infringement or violation, Contractor shall indemnify, defend and save harmless City, its directors, officers, officials, employees, agents and affiliates from and against all damages and costs incurred by or awarded against City (including court costs and reasonable attorney fees). City will notify Contractor if any such claim is made or proceeding is commenced. City may, at its option, be represented by separate legal counsel in any such claim or proceeding. Contractor shall reimburse City the costs and expenses incurred by City in being so represented, including reasonable attorney fees. If the use of any of the Services, or the results of such Services, or documents, goods, or equipment, or any part thereof, furnished under this Agreement is held in any such claim or proceeding to constitute an infringement and/or is enjoined, whether temporarily or permanently, Contractor shall, at its sole cost and expense, either:
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(a) procure for City the right to use the results of such Services or such documents,
goods and equipment; or
(b) replace the results of such Services or such documents, goods, or equipment with non-infringing results, documents, goods or equipment having the equivalent functionality as the infringing or allegedly infringing results, documents, goods or equipment; or
(c) modify the results of such Services or such documents, goods, or equipment so
as to make them non-infringing, but equivalent in functionality.
12.3.1 Best Efforts. Contractor shall use its best efforts to obtain for the benefit of City identical intellectual property rights indemnification protection in all subcontracts, purchase orders, and other agreements entered into under this Agreement.
12.4 Limitation. NOTWITHSTANDING ANY OTHER PROVISION IN THIS AGREEMENT, NEITHER PARTY SHALL BE LIABLE TO THE OTHER PARTY FOR SPECIAL, INDIRECT, NOR CONSEQUENTIAL DAMAGES RESULTING FROM OR ARISING OUT OF THIS AGREEMENT, INCLUDING, WITHOUT LIMITATION, LOSS OF PROFITS OR BUSINESS INTERRUPTION, HOWEVER SAME MAY BE CAUSED. THIS LIMITATION ON CONSEQUENTIAL DAMAGES DOES NOT APPLY TO CLAIMS FOR PERSONAL INJURY, WRONGFUL DEATH OR DIRECT DAMAGES TO PROPERTY. NEITHER PARTY SHALL BE LIABLE TO THE OTHER FOR PUNITIVE DAMAGES.
12.5 Bribes and Gratuities. By law (Section 13-1-191, NMSA, 1978) the City is required to inform Offerors/Bidders/Contractors/Consultants/Sellers/Suppliers of the following:
(a) it is a third-degree felony under New Mexico law to commit the offense of bribery of a public officer or public employee (Section 30-24-1, NMSA, 1978);
(b) it is a third-degree felony to commit the offense of demanding or receiving a bribe buy a public officer or public employee (Section 30-24-2, NMSA, 1978);
(c) it is a fourth-degree felony to commit the offense of soliciting or receiving illegal kickbacks (Section 30-41-1, NMSA, 1978); and
(d) it is a fourth-degree felony to commit the offense of offering or paying illegal kickbacks (Section 30-41-2, NMSA, 1978).
13. Insurance. 13.1 Obtaining Insurance. Prior to commencement of the Services, Contractor shall obtain the insurance required by this Agreement and all insurance that may be required under Applicable Laws. Unless otherwise indicated below, each insurance policy of Contractor shall provide, either in its printed text or by endorsement, that it shall be primary with respect to the interest of the City, and any insurance maintained by the City is in excess and not contributory to Contractor’s insurance policies regardless of any like insurance coverage that the City may have. Contractor will provide the City with certificate(s) of insurance (COI) evidencing that all coverages, limits, and endorsements required herein are in full force and effect. Such COI(s) shall also reference this Agreement/Contract number. With respect to any insurance policy referenced on a COI, Contractor will (or he will cause the respective insurance carrier to)
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provide the City with a minimum thirty (30) days written notice in the event of cancellation, termination, non-renewal, or any other material change. Any such written notice shall also include copies of the non-renewal or cancellation notice originated by the insurance carrier. Written notice may be submitted via fax, courier, or postal service in accordance with the notice provision herein. If Contractor fails to obtain and keep in force the insurance required hereunder, the City may obtain and maintain the required insurance in the name of Contractor and the cost thereof shall be payable by Contractor to the City on demand. Review of Contractor’s insurance by the City shall not relieve or increase the liability of Contractor. Nothing in this Agreement/Contract shall be deemed to limit Contractor’s liability under this Agreement/Contract to the limits of the insurance coverages required hereunder. Contractor shall be solely responsible for payment of all deductible or retention amounts pertaining to any insurance required hereby. Where applicable, all insurance policies shall provide for waiver of subrogation in favor of the City, include cross liability provisions, and all policies, except Workers’ Compensation, shall name the City and its directors, officers, officials, managers, representatives, agents and employees as additional insured, to the extent allowable under such policies. 13.2 Minimum Coverage. Without limiting any of the liabilities or other obligations of Contractor under this Agreement, including but not limited to Section 12 “Liability,” Contractor shall obtain and maintain in effect, at its sole cost and expense, with forms and insurers acceptable to City, until all the obligations under this Agreement are satisfied, insurance policies providing coverage protecting against claims for personal and bodily injury or death, as well as claims for property damage which may arise from operations in connection with the Services whether such operations are by Contractor or any subcontractor for at least the following minimum coverage:
(a) Worker’s Compensation Insurance. To cover obligations imposed by federal and state statutes pertaining to Contractor’s employees engaged in the performance of any services, and Employer’s Liability Insurance with a minimum limit of One Million Dollars ($1,000,000).
(1) This Section Intentionally Deleted.
(b) Commercial General Liability Insurance, or the equivalent, with a minimum
limit of One Million Dollars ($1,000,000) per occurrence. The policy shall include coverage for bodily injury liability, broad form property damage liability, blanket contractual, contractor’s protective, products liability and completed operations. Where applicable, the policy shall include coverage for the hazards commonly referred to as “XCU.” The policy shall be endorsed to include City as an additional insured only to the extent City is vicariously liable for the negligence, acts or omissions of Contractor.
(c) Business Automobile Liability Insurance, or the equivalent, with limit of not
less than One Million Dollars ($1,000,000) per accident with respect to Contractor’s vehicles whether owned, hired, or non-owned, assigned to or used in the performance of any Services required to be performed by Contractor pursuant to the Agreement.
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(d) Errors and Omissions. Contractor shall provide Errors and Omissions insurance with a minimum limit of One Million Dollars ($1,000,000).
13.3 Subcontractors. Contractor shall require that each subcontractor comply with the insurance requirements set forth in Section 13.2 “Minimum Coverage.” 14. Uncontrollable Forces. Neither Party shall be considered to be in default in respect to any obligation hereunder, if delays in or failure of performance shall be due to Uncontrollable Forces. The term “Uncontrollable Forces” shall mean any cause beyond the control of the Party affected and not due to its fault or negligence, including, but not limited to, acts of God, flood, earthquake, storm, fire, lightning, epidemic, war, terrorist activity, riot, civil disturbance, sabotage, inability to obtain permits, licenses, and authorizations from any local, state, tribal, or federal agency or person for any of the materials, supplies, equipment, or services required to be provided hereunder, fuel shortages, breakdown or damage to generation and transmission facilities belonging to City, failure of facilities, strikes or other labor disputes, or restraint by court or public authority, any of which by exercise of due foresight such Party could not reasonably have been expected to avoid, and which by the exercise of due diligence it is unable to overcome. Neither Party shall, however, be relieved of liability for failure of performance if such failure is due to removable or remediable causes which it fails to remove or remedy with reasonable dispatch. Nothing contained herein, however, shall be construed to require either Party to prevent or settle a strike or other labor disputes against its will. The Party whose performance hereunder is so affected shall immediately notify the other Party of all pertinent facts and take all reasonable steps to promptly and diligently prevent such causes if feasible to do so, or to minimize or eliminate the effect thereof without delay. Contractor shall make no claim for additional compensation or damages by reason of any delay due to an Uncontrollable Force; however, Contractor shall be entitled to a reasonable extension to the time schedule for delays resulting from an Uncontrollable Force. 15. Confidentiality. Any information or data of City provided to Contractor or to which Contractor is given access during the term of this Agreement, whether such information is in written, verbal, electronic or any other form, is proprietary to City and shall be treated as confidential and not disclosed by Contractor to any third party, without City’s prior written consent. Contractor may disclose such information and data to its employees and contractors, but only on a “need to know” basis. Such information and data may only be used for the purpose of performing the Services that are required of Contractor pursuant to this Agreement, and for no other purpose. Such information and data may not be copied except as required to perform the Services, and upon completion of the Services, Contractor shall destroy all copies in its possession. Further, Contractor acknowledges and agrees that all data and information collected, produced or generated, and all reports, test results, plans, models, documents and other written materials produced pursuant to this Agreement or in connection with any services to be performed hereunder shall be and remain the sole property of City, shall be confidential, shall not be copied or reproduced in any way, except for the use of the Contractor and City personnel assigned to this project, and shall not be disclosed or communicated, verbally or in writing, by Contractor to any third party, or used in any way except as required by law or for the purposes required or intended by the Agreement. If required by City, Contractor and any of its employees or agents performing services under or in connection with this Agreement shall execute confidentiality and nondisclosure agreements in the form required by City. If Contractor is served with process of law, including but not limited to subpoenas requiring Contractor to produce, release or disclose information of a confidential nature received, collected, produced or generated by Contractor pursuant to this Agreement, Contractor shall
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immediately notify City and allow City, at its sole expense and cost, to challenge the process of law, including any subpoena. The duties of this Section 15 will survive the expiration or early termination of this Agreement following such expiration or early termination. This Agreement is subject to the provisions of the Public Records Act (Chapter 14 Article 3 NMSA 1978).
16. Conflict of Interest. 16.1 Contractor shall exercise reasonable care and diligence to prevent any actions or conditions which would result in a conflict with City’s interest. Contractor shall immediately notify the person specified in Article 24, Notices of this Agreement in the event a conflict with the City’s interest is recognized.
16.2 Contractor warrants that it has no interest and will not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of Services under this Agreement. 16.3 Contractor shall notify the City’s Chief Procurement Officer if any employee(s) of the requesting department or the Purchasing Division have a financial interest in the Contractor’s business operations. 17. Intellectual Property.
17.1 Intellectual Property Rights. Contractor agrees that all inventions made, works created and trade secrets learned by Contractor in connection with providing products or services to City pursuant to this Agreement and which relate to the business of City, including all patent, trademark, copyright, and trade secret rights thereto, belong to City. Contractor hereby assigns all such rights to City and agrees to execute all documents necessary to effect such assignment. Contractor further agrees to cooperate with City, at City’s expense, in all steps necessary to protect such rights, including assisting in preparing applications, signing all necessary documents, testifying in court proceedings, and retaining secret information concerning an invention that is not public knowledge.
17.2 License. Contractor hereby grants to City a fully paid, royalty fee, non-exclusive, non-terminable, perpetual license to use, copy, and create derivative works of any pre-existing copyrighted, patented and/or proprietary work that is incorporated into the Services or the results of the Services, or into the documents, goods and equipment produced, designed, fabricated and assembled by Contractor pursuant to this Agreement, including the right to create sub-licenses without any duty to account to Contractor. If so requested by City, Contractor shall cooperate with City in executing all such assignments, oaths, declarations and other documents as may be prepared by City to effect and evidence the foregoing.
17.3 Best Efforts. Contractor shall use its best efforts to obtain for the benefit of City identical intellectual property indemnification protection in all subcontracts, purchase orders, and other agreements entered into under this Agreement. 18. Executive Orders and Utilization of Small Disadvantaged Businesses. 18.1 Executive Orders. City is an equal opportunity employer. Pursuant to Executive Orders 11246, 11625, 11701, 11758 and 13201, as amended or superseded, in whole or in part from time-to-time, and all regulations issued thereunder, it is agreed that all applicable
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laws, rules, and regulations are incorporated by reference in this Agreement and bind Contractor as a contractor of City. 18.2 This Subsection Intentionally Deleted. 19. Drug and Alcohol Policy. 19.1 Contractor, in the performance of any Services requiring the physical presence of its employees on City’s property or on the property of others for which City has acquired access rights, shall maintain a drug and alcohol policy, as respects its employees and subcontractors involved in the performance of such Services, which policy at a minimum includes reasonable testing procedures and which advances the policy of providing a work environment that is free from the use, consumption, possession, sale, or distribution of illegal drugs or alcohol, and from the misuse of legal drugs on City’s premises and work sites, including vehicles used on company business. 19.2 Contractor shall also comply with all applicable laws concerning drug and alcohol use, including, if applicable, requirements of the United States Department of Transportation. Contractor shall require that each subcontractor complies with the drug and alcohol policy requirements and applicable laws as set forth herein and, upon request by City, will provide to City verification of Contractor’s and subcontractor’s compliance with such policy requirements and applicable laws. 19.3 Contractor shall provide City and any public authority having jurisdiction with access to Contractor’s facilities and records to audit Contractor’s drug and alcohol policy, records and testing program including, if applicable, United States Department of Transportation requirements, as provided in Section 10 “Audit.” 19.4 This Section Intentionally Deleted. 19.5 City may remove a Contractor’s employee from any work or work site if City reasonably suspects the employee is under the influence of controlled substances or alcohol until such time as Contractor confirms by testing that the employee is fit for duty. 19.6 Contractor shall notify City in writing within ten (10) days any time there is a change in the person or personnel administering Contractor’s drug and alcohol program. 20. Fair Labor Standards Act. Contractor shall comply with the Fair Labor Standards Act of 1938, as amended, and any regulations issued pursuant thereto by the Department of Labor. It is agreed that all applicable laws, rules and regulations are incorporated herein by referenced in this Agreement and bind Contractor as a contractor of City. 21. Unlawful Discriminatory Practice. In responding to this solicitation, the Bidder represents that it will not practice unlawful discrimination per Section 28-1-7 NMSA 1978 and Title VI of the Civil Rights Act of 1964 - 49 CFR part 21, with regard to, but not limited to, the following: race, religion, color, national origin, ancestry, sex, sexual orientation, gender identity, spousal affiliation, physical or mental handicap, age or serious medical condition. 22. Dispute Resolution. If the Parties are unable to resolve any dispute within 30 (thirty) days of the occurrence of the event or circumstances giving rise to the dispute, the dispute
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may be submitted to mediation upon the mutual agreement of the Parties. In the event the Parties do not agree to mediate the dispute or are unable to resolve the dispute through mediation and the aggregate amount of the claim (including counterclaims) is less than Two Hundred Fifty Thousand Dollars ($250,000), then the dispute shall be resolved by binding arbitration. Such arbitration shall be governed by the New Mexico Uniform Arbitration Act, § 44-7A-8, et seq. (2001), as amended from time to time. A Party demanding arbitration shall give the other Party timely notice of such election pursuant to Section 24 “Notices” and such notice shall describe the nature of the dispute and the amount in controversy. The Parties shall then jointly select an arbitrator and failing such mutual agreement, the arbitrator shall be appointed by a District Court Judge from San Juan County, New Mexico. The arbitration shall be held in Farmington, New Mexico. Discovery shall be by agreement of the Parties or as ordered by the arbitrator, provided that the Parties shall comply with the following minimum discovery requirements: at least ten (10) calendar days prior to the arbitration, the Parties shall exchange copies of all exhibits to be used at the arbitration and a list of witnesses and a summary of the matters as to which each witness is expected to testify.
In the event the Parties do not agree to mediate the dispute or are unable to resolve the
dispute through mediation, and the aggregate amount of the claim in dispute equals or exceeds Two Hundred Fifty Thousand Dollars ($250,000), then the Parties may agree to submit the matter to binding arbitration under the New Mexico Uniform Arbitration Act, § 44-7A-8, et seq. (2001), as amended from time to time, and failing such agreement, either Party may bring an action in the federal or state courts of New Mexico.
All costs of mediation or arbitration, including the fees of the mediator or arbitrator, shall
be split equally by the Parties, except that the Parties shall be responsible for payment of their own attorney fees, expert fees, preparation fees, travel, and similar costs. This agreement to arbitrate shall be specifically enforceable under the prevailing arbitration law of the State of New Mexico. Indemnity claims are not subject to mandatory arbitration. Nothing in this Section 21 shall affect restrict, condition, or otherwise limit a Party’s right to terminate this Agreement pursuant to Section 5 “Termination.”
In the event of a conflict between the terms and provisions of any Purchase Order (that
is incorporated herein by reference) and the terms and provisions contained in the main body or any other part of this Agreement, the terms and provisions of the Agreement shall govern and control. In the event of a conflict between or among the terms and provisions of any of the other documents forming a part of the Agreement (incorporated by reference), the following order of priority shall apply (with higher-listed documents governing and controlling over lower-listed documents):
First: Changes to Services Second: Exhibits and Attachments Third: Scope and Drawings Fourth: City’s RFB/RFP
Fifth: Specifications Sixth: Contractor’s proposal
23. Non-Exclusive Relationship. Contractor expressly acknowledges and agrees that City may enter into similar contractual arrangements with other parties and that City may assign similar services to such other parties. Further, City acknowledges and agrees that Contractor may enter into contractual arrangements with other parties during the term of this
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Agreement provided that the obligations of Contractor pursuant to such contractual arrangements do not in any manner interfere with Contractor’s performance of its obligations to City pursuant to this Agreement. 24. Prohibition Against Assignment and Subcontracting. It is understood and agreed that City has chosen Contractor based on Contractor’s qualifications to perform services of the nature contemplated by this Agreement. Accordingly, Contractor shall not assign, transfer, subcontract or otherwise dispose of any of its obligations pursuant to this Agreement without first obtaining the written consent of City, which consent may be withheld if City, in its sole opinion, considers that it is not in its best interests, economic or otherwise, to do so. City may, at its option and at any time, assign this Agreement, in whole or in part. City shall promptly notify Contractor in writing of any such assignment, unless such assignment is to an affiliate of City. In the event City assigns this Agreement, it shall be relieved of all financial responsibility related to the portion of this Agreement so assigned. 25. Notices. Except as expressly provided otherwise herein, any formal notice, demand, or request provided for in this Agreement shall be in writing and shall be deemed properly made if personally delivered, delivered by courier, or sent by first-class mail, postage prepaid, or by email transmission to the person specified below and shall be deemed received, if personally delivered, or delivered by courier, upon delivery, and if mailed, on the third day following deposit in the U.S. mail, and if sent by email, upon transmission as evidenced by a confirmation report generated by the email. To Contractor: Address: [FILL IN “Name”] [FILL IN “Address”]
[FILL IN “Address”] Attention: [FILL IN “Name or Department”]
Phone: [FILL IN “Phone #”] Fax: [FILL IN “Fax #”] Email: [FILL IN “Email”]
To City: Address: City of Farmington
800 Municipal Drive Farmington, New Mexico 87401
Attention: Chief Procurement Officer Phone: 505-599-1368 Fax: 505-599-1377 Email: [email protected]
The Parties may change their addresses, contact persons, or facsimile numbers to which notices are to be sent by providing the other Party with notice of such changes in the manner provided in this Section 24. Nothing contained herein shall preclude the transmission of routine invoices or correspondence, messages and information between the Parties by a representative of a Party in the ordinary course of performing their respective obligations under this Agreement. 26. Designated Representative and Project Manager.
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26.1 City’s Designated Representative. City appoints the following individual as its “Designated Representative”:
Name:
Address: City of Farmington, 800 Municipal Drive, Farmington, NM 87401
E-mail:
Telephone:
Cell Phone:
The Designated Representative’s authority shall encompass but not be limited to (1) issuance of instructions, (2) interpretation of plans, (3) review and inspection of Contractor’s Services, (4) rejection of nonconforming Work, (5) determination of when Services is complete, (6) approval of progress payments and final payment, and (7) first point of contact for certain Change Orders as set forth in Article 3 “Changes to Services”. All field communications from Contractor to City shall be directed to the Designated Representative. City may appoint another Contract Administrator at any time by written notice to Contractor. 26.2 Contractor’s Project Manager. Contractor appoints the following individual as its “Project Manager” in charge of Contractor’s performance and execution of the Services:
Name:
Address:
E-mail:
Telephone:
Cell Phone:
All instructions, requests for Change to Services and other communications from the City to the Contractor shall be directed to the Project Manager. Contractor may appoint another Project Manager upon ten (10) calendar days’ prior written notice to City. If City objects to the new appointee, Contractor shall appoint a Project Manager acceptable to City. 27. No Waiver. No term, covenant or condition of this Agreement or any breach thereof shall be deemed waived, unless such waiver shall be in writing and executed by the Party claimed to have waived the same. The waiver of any breach by a Party, whether express or implied, shall not constitute a waiver of any subsequent breach.
28. Severability. If a court or regulatory agency having jurisdiction over the Parties determines that a condition of this Agreement, or any part thereof, is void, illegal or unenforceable, said condition or part shall be deemed to have been severed from this Agreement, and the remaining conditions, or parts, shall be unaffected and shall be enforced to the fullest extent allowed by law. 29. Binding Effect. This Agreement and all provisions hereof shall inure to the benefit of and be binding upon the Parties, their successors, and permitted assigns.
30. Governing Law and Venue. This Agreement shall be governed and interpreted in accordance with the laws of the State of New Mexico, without regard to the conflicts of law rules of that State. Any action at law or in equity or judicial proceedings instituted
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by a Party for the enforcement of this Agreement shall be instituted only in state or federal courts of the State of New Mexico. 31. Counterparts. This Agreement may be executed in any number of counterparts, each of which so executed shall be deemed to be an original, but all such counterparts shall together constitute but one and the same instrument. City and Contractor may retain a duplicate copy (e.g. electronic image, photocopy, facsimile) of this Agreement, which shall be considered an equivalent to this original. 32. Survival of Obligations. In addition to the continuation of confidentiality obligations as specified in Section 15 “Confidentiality,” Contractor’s representations and warranties under Section 6 “Contractor Representations and Corrective Action,” indemnity obligations, including those under Section 12 “Liability,” and Section 19 “Drug and Alcohol” of this Agreement, shall survive the expiration or any termination of the Agreement, it being agreed that said obligations are and shall be of a continuing nature. 33. Agreement Authors. The Parties have agreed to this Agreement and no ambiguity shall be construed against any Party based on the identity of the author or authors of this Agreement. 34. Entire Agreement. This Agreement represents the entire agreement and understanding between City and Contractor with respect to the subject matter hereof and performance of the Services, and supersede any prior understandings, representations or agreements, whether verbal or written, prior to execution of this Agreement. If any Services were performed by Contractor under verbal agreement or under a limited notice to proceed prior to the execution of this Agreement, then this Agreement shall apply thereto in the same manner as if made before such Services were performed.
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IN WITNESS WHEREOF, Contractor and City have caused this Agreement to be executed on their behalves by their duly authorized representatives as of the Effective Date set
forth above.
CITY OF FARMINGTON A Municipal Corporation By: Title: Mayor Date: (SEAL) ATTEST: City Clerk Date: Approves Compliance NMSA 1978 Annotated, Chapter 13 Public Purchases and Property: Chief Procurement Officer Date: Department Head Approval Date: Legal Department Approved to Form Date:
(CONTRACTOR NAME) By:
Duly Authorized Signature By:
(Printed Name) Title: Date: Signer has read the document and affirms that it is true and complete and accurately represents the agreement of the parties. NOTARY PUBLIC SIGNATURE (REQUIRED) State of _________________ County of ________________
______________________________ (SEAL) Signature of notarial officer
My commission expires:___________
New Mexico State Taxation and Revenue Department Taxpayer Identification Number Federal Taxpayer Identification or Social Security Number
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Exhibit A-1
Services
Introduction
The City of Farmington adopted a Farmington Metropolitan Redevelopment Area Plan (“the Plan”) in 2009. This Plan needs to be updated as per the scope of work described below. The 2009 MRA Plan, and the MRA Designation Report approved by resolution by the City Council are available for review from the City and New Mexico MainStreet.
I. Location Services to be Performed
Services will be completed at ____________________________________.
II. Scope of Services Scope of Planning Services to be Performed
The following tasks are identified as the Scope of Work that the planning consultant team will be requested to perform in preparing the MRA Plan for the Historic Downtown Commercial Corridor (including Broadway and Main) and the Civic Center District. The scope of work should also include a cost analysis for the incorporation of the Animas District into the update.
A. Existing Conditions/Asset Inventory
An inventory and mapping of existing conditions will be performed that will include, but not be limited to, existing land use, zoning, public land ownership, transportation networks and traffic volumes within the district boundary and related neighborhoods. An asset inventory will also be completed determining the significant cultural and historic features and buildings, opportunity sites for redevelopment, and major regional attractions.
Prepare an overview of the history and settlement of the community and identify key historical or cultural events or populations that can serve as contributing to a place-based identity for the MRA.
A map of opportunity sites and potential revitalization projects will be developed for the district area summarizing the results of the inventory.
B. Market Analysis
Market research will be conducted that will include the following information: • Overview of existing downtown, municipal and regional commercial and housing market
conditions • Overview of demographics of city and regional markets including skill base, education
and disposable income • Recent history of downtown services and retail including types of businesses, numbers
in each area, turnover rates • Competitive related markets and nodes in same segments • Trends driving the current market • Regional influences impacting the MRA
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• Potential opportunities in repositioning the downtown market including underserved Markets
• Assess where there may be gaps that could be filled by new businesses and what types of skills residents may have to contribute
• Interviews with commercial realtors will be conducted to identify residential and business types that are under- supplied in the MRA
• Determination of the types of housing projects (ownership vs. rental, single family vs. multifamily, size of units) will be made that best meet the market needs for the area
• Assess the feasibility for uses such as retail, office, housing, hotel and cultural (such as museums, arts and entertainment) uses
• Economic positioning of downtown in relation to the development of the entire
community including business recruitment and retention • Tourism, especially heritage tourism, including the positioning of the district as an Arts
and Cultural District C. Downtown Vision and Greater Metropolitan Redevelopment Area Plan
Through the community participation process, create a vision for the district that reflects its historical context and present opportunities and assets to serve as an aspiration for the community’s future. This process will result in the preparation of an update to the 2009 Metropolitan Redevelopment Area (MRA) Plan as per New Mexico Redevelopment Code statutes.
Update the 2009 MRA Plan for the area that: • Allocates new and future land uses and revitalization projects in the downtown based on
the community input and market study that will create a sustainable downtown based on the MainStreet 4 Point Approach®. A sustainable downtown is more than “green buildings;” it encompasses the adaptive reuse of existing buildings, conserves energy, water and cultural resources, reduces greenhouse gas emissions, promotes economic development and vitality, and celebrates the cultures and traditions of the community.
• Integrates the preservation and conservation of existing historic buildings and cultural
properties into the planning and design of MRA projects and identify the potential for dedicating new nominations of historic buildings, cultural properties, state and/or national historic registered districts. Contact and coordinate with NM Historic Preservation Division (HPD) staff, and Bart Wilsey – Director of the Farmington Museum at Gateway Park, for information related to historic buildings and districts.
• Evaluates transportation/transit, traffic, and pedestrian issues related to the proposed
improvements in the area creating a walkable pedestrian-friendly environment through pedestrian enhancements and traffic calming measures. Contact and coordinate with NM Department of Transportation (NMDOT) District Engineer Office and the NMDOT Planning/CSS Division staff for existing information and proposed projects in the town.
• Determines vacant, underutilized and/or available land and buildings within the plan
area that could be redeveloped and recommends adaptive reuses of existing buildings or new development on vacant land.
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• Review the City Zoning Code and recommend changes to the Code that will provide incentives and foster implementation of the plan.
Identifies priority catalytic projects that will stimulate revitalization efforts and attract private sector reinvestment into the downtown. Projects should include increasing the city’s job creation, economic redevelopment, livability, walk-ability, place-making, and serve to support and enhance its authentic and unique sense of place.
Develop Downtown Livability/Design guidelines that consider the following character-defining elements:
• Gateways and Entries • Plazas, Parks and Public Spaces • Streets, Historic Roads and Scenic Byways, Pathways and Connections • Public Art • Street Furniture, Pedestrian Amenities • Building Setback/Massing/Scale • Building Height • State and/or National Historic registry status • Parking and Driveways • Porches, Portales and Awnings • Signage • Materials/Color • Architectural Features • Lighting • Security D. Implementation Strategies/Priorities
A prioritized and phased Implementation Plan will be developed consisting of revitalization projects and strategies that the MainStreet board and staff, Metropolitan Redevelopment Area Agency, and the City Council can follow for the successful implementation of the Plan and the long term sustainability of the MRA. Priority catalytic projects will range from small projects that can be implemented through partnerships with the City and the community’s MainStreet board using local volunteers and staff, to larger projects that may require Capital Outlay, Legislative and/or Federal funding. Project priorities will be determined through a community-based prioritization process. Projects will have specific funding sources identified to do each project.
E. Funding Sources
The consultant will identify funding sources applicable to the MRA and community to implement the plan including but not limited to a BID, CDBG, TIF, TIDD, LEDA, Lodgers Tax, Brownfield grants, DOT, TIGER grants, and other state and federal sources of funding. The narrative will be based on an evaluation of the municipality’s financial capacity and the best financial tool(s) to accomplish priority projects identified within MRA Plan.
F. Community Participation Process
The consultant will prepare the Plan through an intensive community process that will include at a minimum the following steps:
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• Organize and conduct regular meetings with a Steering Committee regarding the MRA Plan.
• Conduct and facilitate a two-day public design workshop that utilizes a dynamic
planning process, e.g., a charette, to solicit and record the communities input on their ideas of revitalization projects and programs to include in the outcome of the Plan. Use this opportunity to solicit volunteers who may want to be involved in the local MainStreet organization or a task force to implement the MRA Plan’s projects.
• Prepare a draft MRA Plan, and present that Plan to the Steering Committee and
participants from the public workshop. Provide an opportunity for review and provide comment of the draft Plan to New Mexico MainStreet, NM Historic Preservation Division and NMDOT staff prior to any official action.
• Present the Final Plan to the MRA Commission, Downtown Farmington: A MainStreet
project and Board and Staff, the Steering Committee, participants from the public workshop, and City officials.
• Revise the final Plan as required by NM MainStreet, other state and local agencies, and
the City after their review of the final Plan. The final MRA Plan will be presented to the City Council for approval as per the State’s Redevelopment Code statute.
• Deliver 25 final color hardcopy Plans to the community, and all digital text and mapping files in
MS Word and ESRI ArcView formats. And 2 copies of the Plan in the same formats to New Mexico MainStreet
III. Deadlines and/or Milestones
List & describe any deadlines that must be met prior to or during performance of services
IV. Rate Schedule n/a
V. Variances and/or Directions Relating to Compensation, Fees, Costs and Expenses
n/a
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