Item 8CAGENDA ITEM # 8C
FEBRUARY 23, 2009
STAFF REPORT
City of Atlantic Beach
Commission Meeting
AGENDA ITEM: Police Building
DATE:' February ~~9, 2~~0~0--9
SUBMITTED BY: David E. q`Aompson, Asst. City Manager
BACKGROUND:
During 2009 Strategic Planning, the City Commission recognized the inadequacies and problems
associated with the present public safety building, and the need to move forward with the
planning, on a limited basis, for a new building. To that end, this staff report is intended to
provide recommendations to select an architecturaUengineering firm, and to enter into an
agreement for such a firm to provide a Spatial Needs Assessment, Master Plan, Project
Development Costs, and at least three (3) Conceptual Renderings on the proposed site located at
800 Seminole Road. Additionally, the firm will provide an estimated development cost,
identifying the difference in costs that would be incurred if the building was erected at a different
site where the building would be a stand-alone structure.
I. Selection of Architectural/Engineering Firm
In October 2008, Request for Proposal (RFP-09-01) was advertised soliciting qualifications from
qualified Architectural and Engineering firms for this project (see attachment A). The RFP
established a deadline of November 21, 2008 at 4:30 PM for submitting the required materials.
A Notice for ArchitecturaUEngineering Services General Submission Instructions RFP 09-01 was
established to provide a more detailed description of the project, the evaluation criteria, and the
required documentation for submittals (see attachment B).
At the day and time of the deadline, a total of eighteen (18) proposals had been received.
On December 23, 2009, a group of City staff members including Police Chief Mike Classey,
Utilities Director Donna Kaluzniak, Public Works Director Rick Carper, and Asst. City Manager
David Thompson provided input and discussed the proposals. Each group member had been
provided with one copy of the Notice for ArohitecturaUEngineering Services General Submission
Instructions RFP 09-O1 which established the evaluation criteria, and each group member had one
copy of all eighteen proposals. Each member had ranked the top three (3) proposals based in
their individual evaluation and application of the criteria. A consensus was quickly reached with
Architect Design Group receiving the highest ranking, followed by Cubellis and TQM.
II. Authorization for Services
To establish approximate costs in time for discussion during Strategic Planning, Staff met with
representatives from .Architect Design Group to discuss and negotiate the costs for some limited
planning and design services. Specifically, staff was seeking a detailed Spatial Analysis with at
least three (3) development options, a Master Plan for the development options, the development
of Project Development Costs associated with each option, a Conceptual Rendering for the most
AGENDA ITEM # 8C
FEBRUARY 23, 2009
viable options, and estimated development costs for construction of the building off-site where it
would exist as a stand-alone structure.
The reasons for selecting these specific tasks was to identify the amount of space needed for a
new building, to establish the approximate costs of a new building, to determine any additional
costs relative to moving away from the recommended location, and to advance the project so that
it will be ready to move quickly in the event that outside funding becomes available.
Additionally, the conceptual renderings will give the City Commission better ideas and provide
choices relative to the aesthetic impact that a building may have in the future. This work is
preliminary in nature, and it will not result in full construction design services.
Architect Design Group provided a proposal (see attachment C) to provide these services for
$35,000, to be completed within ninety (90) days of the authorization.
BUDGET: $660,000 was budgeted in 2008-09 for design work on the Police Building. The
$35,000 requested in this staff report is well below the funding available for the design work on
this project.
RECOMMENDATIONS:
I. Staff recommends that the three top firms be established, in order:
1. Architect Design Group
2. Cubellis
3. TQM
Under state law, these rankings allow staff to negotiate with the top firm for professional
services.
II. To approve the recommended work (in Attachment C) to be accomplished by Architect
Design Group, for the proposed fee of $35,000.
ATTACHMENTS: A. Request for Proposal Advertisement
B. Notice for ArchitecturaVEngineering Services General
Submission Instructions RFP 09-01
C. Proposal from Architect Desijgn Group
REVIEWED BY CITY MANAGER: `~~
AGENDA ITEM NUMBER:
AGENDA ITEM # 8C
FEBRUARY 23, 2009
REQUEST FOR PROPOSAL
NOTICE FOR ARCHITECTURAL/ENGINEERING SERVICES
FOR A NEW PUBLIC SAFETY BUILDING
RFP 09-O1
The City of Atlantic Beach, Florida is soliciting statements of qualifications from
qualified Architectural and Engineering firms, to provide professional services for the
preliminary and final designs, bidding assistance, and construction engineering and
inspection for a new public safety building for the Atlantic Beach Police Department.
Five (5) conies of the sealed nronosats must be submitted by 4.30 P M , Fridav,
November 21.2008 and addressed to:
David E. Thompson, Assistant City Manager
City of Atlantic Beach
800 Seminole Road
Atlantic Beach, FL 32233
RFP 09-01, Notice for Architectural Engineering Services
For a copy of the General Submission Instructions, please visit our website at
www.coab.us, and select the BIDS tab at the top of the homepage. You may also contact
the Purchasing Agent, Patty Drake at pdrake(c~,coab.us, or (904) 247-58$0.
Information on the preliminary study and site selection is available in digital format upon
request. All requests and technical questions should be directed to David E. Thompson,
Assistant City Manager, dthompson(cr~,coab.us, or (904) 247-5864.
AGENDA ITEM ~ 8C
FEBRUARY 23, 2009
NOTICE FOR ARCHITECTURAL /ENGINEERING SERVICES
GENERAL SUBMISSION INSTRUCTIONS
RFP 09-01
I. INTRODUCTION AND SCOPE OF PROJECT:
The City of Atlantic Beach hereby requests and invites qualified Architectural and
Engineering (A and E) firms to submit statements of qualifications to participate in a
competitive process in which the City of Atlantic Beach, Florida will select an A and E firm
to provide professional services for the preliminary and final designs, bidding assistance, and
construction engineering & inspection for a new public safety building to house the Atlantic
Beach Police Department. Five (S) copies of the proposals must be submitted by Friday,
4:30 PM, November 21, 2008 and addressed to:
David E. Thompson, Assistant City Manager
800 Seminole Road
Atlantic Beach, Fl 32233
RFP 09-01
Notice for Architectural Engineering Services
II. BACKGROUND:
The current City of Atlantic Beach Public Safety Building is more than twenty (20) years old,
and it has a number of deficiencies that adversely impact the operations of the Police
Department. Several years ago, an architectural firm was contracted to provide guidance
relative to renovating and expanding the existing facility. The resulting plans were evaluated
by a separate architectural firm that specializes in Public Safety, and the decision was made
not to do the renovation, and to build a new facility.
A number of potential sites for a new public safety Building were evaluated, and it has been
determined that a location at 800 Seminole Road adjacent to the City HaII Complex would be
the best location for a new Public Safety Building.
The City Commission of Atlantic Beach has established funding for the design work for a
new Public Safety Building. As a result, the City of Atlantic Beach is seeking a qualified A
& E firm to provide professional services for this project.
III. PREPARATION OF SUBMISSIONS:
A. Firms submitting a response to this request will be referred to herein as"Respondent(s)",
who are preparing a response to this request and are expected to examine this request
including all relevant forms, terms, conditions, and instructions. All costs associated with
preparation and submission of the proposal(s) and any other information shall be borne
entirely by the Respondent(s).
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AGENDA ITEM # 8C
FEBRUARY 23, 2009
B. Submissions and modifications thereof shall be enclosed in sealed envelopes, with the
required forms, addressed to the person specified in the invitation, with the name and
address of the Respondent and the RFP number on the face of the envelope. Submissions
received after the stated time and date will be returned to the sender unopened.
C. A "black-out-period" is hereby established for the time frame between the time the
request for statements of qualifications is issued and the City Commission selects the
Contractor to perform the service(s) identified by this request.
It is noted that attempts to contact City Commission members and City employees during
certain parts of the City's procurement process is contrary to the public interest due to the
potential to distort, compromise and improperly influence of the City's decision making
process. Therefore, attempts to contact, fraternize, or influence personnel indicated above
may result in disqualification of a responding firm.
D. The City of Atlantic Beach reserves the right to declare any Respondent ineligible at any
time during the process where developments arise which adversely affect the
Respondent's responsibility.
E. Information on the preliminary study and site selection is available in digital format upon
request.
F. QUESTIONS: Any Respondent who is in doubt as to the true meaning of any part of the
solicitation documents, or finds a discrepancy or omission therein, may contact Assistant
City Manager David E. Thompson for an interpretation or correction:
David E. Thompson
800 Seminole Road
Atlantic Beach, Fl 32233
(904) 247-5864 Office
(904) 403-4318 Cell
dthompsonla~,coab.us
Only interpretation, instructions or correction(s) given, in writing, by Assistant City
Manager David E. Thompson will be binding. Respondents are hereby notified that no
other source is authorized to give information concerning explaining and/or interpreting a
request.
IV. CONSULTANT(S) REQUIREMENTS AND SELECTION PROCESS:
A. Selection Process:
Consultant selection shall be in accordance with this request for proposals. The
evaluation process shall determine qualifications, interest, and availability of
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AGENDA ITEM # 8C
FEBRUARY 23, 2009
Respondents to provide relevant A & E services. City staff will first review all written
responses, which will result in a ranked list of fully qualified respondents. After ranking
is completed by staff, informal interviews and/or presentations may be conducted of
selected respondents determined to be best qualified based upon the evaluation of the
written responses. The determinations shall be based upon the criteria below.
This is a Request for Proposals, not a bid. The City reserves the right to reject any and all
proposals, waive informalities and technicalities, and make award to the firm whose
proposal best serves the interest of the City, not just based on highest score/rank. Also,
the City reserves the right to make such investigation as deemed necessary to determine
the ability of any proposer to perform the services requested.
B. Method of Ranking:
During the review of written responses, each criterion below will be ranked on a scale of
zero (0) through ten (10). In addition, each criterion has been assigned a percentage
value that weights the criterion's significance to the project as noted below.
C. Written proposaUqualifications package requirement:
Respondents are to adhere to the requirements shown below. Failure to do so may result
in rejection ofproposal asnon-responsive.
a. Be concise and to the point.
b. Provide adequate information on each criterion below.
c. Provide the ranking criteria information below in the order shown
d. Public Entity Crimes Statement
e. Drug-Free Workplace Statement
f. W-9
D. RANKING CRITERIA:
a. Firm's Professional Qualifications and Project Team [30%]:
List consultant team members and sub-contractor firms, including detailed
resumes and professional licenses/certificates. Give brief bullets on education,
training and experience (including experience in LEED certification) for project
personnel. Team members listed in the proposal must be available for work on
the project during the entire contract period. In the event a team member leaves
the employ of the consultant during the contract period, another team member
with equal or better experience and qualifications may be substituted, with the
City's approval. Any experience the Respondent or any of the key individuals
have with assisting municipalities in securing funding for construction of new
Public Safety Facilities should be included.
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AGENDA ITEM # 8C
FEBRUARY 23, 2009
b. Past record of professional accomplishments [25%]:
A list plus brief description of completed projects similar to the project under
consideration. Provide reference letters and a list of other agencies, governments
or companies for which similar services have been provided. Include owners'
contact person, FAX number and telephone number, and type of projects
completed. Note which of the Project Team members proposed for this RFP were
involved in each past project and in what capacity.
c. Project approach [25%]:
Describe the firm's specific proposed approach to providing professional
Architectural and Engineering services for the preliminary and final designs,
bidding assistance, and construction engineering & inspection for a new public
safety building.
d. Staff Availability and Capability to Meet Deadlines [10%]:
Current and projected workload for the project team, which indicates the
availability of staff to complete assigned projects in a timely manner will be
considered. Respondents will provide a schedule, including an estimated design
and construction schedule, for completing the project showing major milestones
and ability to meet the project deadlines.
e. Financial Responsibility and Insurance [5%]:
The form of business of the prime consultant, i.e., proprietorship, partnership,
corporation; years in business; changes in ownership; bank reference; and any
other information the applicant may wish to supply to verify financial
responsibility. Include the most recent audit summary or sufficient evidence from
an outside, professional source verifying the financial stability of the firm and
current certificate of insurance.
f. Proximity [5%]:
Location of the consultant's home office (corporate headquarters) and location of
the local office where the project(s) will be produced.
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AGENDA ITEM # 8C
FEBRUARY 23, 2009
5. INDEMNIFICATION REQUIREMENT: The City shall require the following or similar
indemnification paragraphs to be made part of the contract(s) as entered into with the
successful proposer(s).
The City shall be held harmless against all claims for bodily injury, sickness, disease, death or
personal injury or damage to property or loss of use resulting there from arising out of
performance of the agreement or contract, unless such claims are a result of the City's own
negligence.
The City shall also be held harmless against all claims for financial loss with respect to the
provision of or failure to provide professional or other services resulting in professional,
malpractice, or errors or omissions liability arising out of performance of the agreement or
contract, unless such claims are a result of the City's own negligence.
6. INSURANCE REQUIREMENTS: The consultant shall procure and maintain during the
term of the contract, insurance of the types and in the minimum amounts stated below.
Coverages
Schedule Minimums
A. Workers' Compensation Florida
Statutory Coverage and Employer's
Liability (including Appropriate
Federal Acts)
B. Comprehensive General Liability
C. Products -Completed Operations
D. Business Auto Liability
(All autos -owned, hired or used)
E. Professional Liability
F. Ezcess or Umbrella Liability
$100,000 -each accident
$100,000 -each employee
$500,000 -policy limit for disease
$1,000,000 -bodily injury each occurrence
$1,000,000 -bodily injury aggregate
$1,000,000 -property damage each occurrence
$1,000,000 -property damage aggregate
$1,000,000 -aggregate
Same as Comprehensive General Liability
Same as Comprehensive General Liability
Optional
Insurance shall be written by an insurer holding a current certificate of authority pursuant to
Chapter 624, Florida Statutes. Prior to commencing any work on the continuing contract,
certificates of insurance, approved by the City, evidencing the maintenance of said insurance
City of Atlantic Beach
May 27, 2003
AGENDA ITEM # 8C
FEBRUARY 23, 2009
shall be furnished to the City's construction project manager. The certificates shall provide that
no material alteration or cancellation, including expiration and non-renewal, shall be effective
until fifteen (15) days after receipt of written notice by the City. All coverages shall name the
City as "additional insured."
Receipt of certificates or other documents of insurance or policies or copies of policies by the
City, or by any of its representatives, which indicate less coverage than required will not
constitute a waiver of the successful proposer(s)' obligation to fulfill the insurance requirements
herein.
7. ANTI-COLLUSION REQUIREMENT: Under no circumstances shall any prospective
proposer, or any person or persons acting for or on behalf of any said prospective proposer,
seek to influence or gain the support of any member of the City Commission or the City Staff
favorable to the interest of any prospective proposer or seek to influence or gain the support
of any member of the City Commission or City Staff against the interest of any prospective
proposer. Any such activities shall result in the exclusion of the prospective proposer from
consideration by the City.
8. PUBLIC ENTITY CRIMES REQUIREMENT: A person or affiliate who has been placed
on the convicted vendor list following a conviction for a public entity crime may not submit a
bid or a proposal on a contract with a public entity for the construction or repair of a public
building or public work, may not submit bids on leases of real property to a public entity, and
may not transact business with any public entity in excess of the threshold amount provided in
SECTION 287.017, for CATEGORY TWO for a period of 36 months from the date of being
placed on the convicted vendor list. (Section 287.133(2)(a), Florida Statutes.
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1 AGENDA ITEM # 8C
Architects Design Group, inc. FEBRUARY 23, 2009
~ toor ~vr
Archi#~cts and Planners
.r s . i
9 a~d<95S_ P.O. Box 1210 Winter Park, Flor3Cla 32740
ShewY address:333 North Khowte9 Avenue W1rtler Pak. Flt?riCia 32784
PhoAe (407) &I9-i 706 Fox (407) b45~+5525
e-mop: aaglitarcnesetsaest~rrgrocap.corn • www.archffiecisd~.com
January 9, 2009
February 10, 2009 Revised
Mr. David E. Thompson, Assistant City Manager
City of Atlantic Beach
$00 Seminole Road
Atlantic Beach, Florida, 32233
Ile: Atlantic Beach Police Department
Outline for Scope of Services
ADG Project No. 821-09 / 1.21
Dear Mr. Thompson:
It was a pleasure to meet with you, Mr. Hanson, and Chief Classey to discuss the Police Department
project. As we discussed, there are a number of options the City has for consideration on how to move
forward with the development of new facilities for the Department. ADG's role in the process will be to
work with the City's staff and help define the overall project scope, identify the various development
options that are viable candidates for consideration by the Administration and the elected officials, and to
graphically indicate how the viable development options could then be implemented on the City Hall site.
It is our understanding that the City likely will not be implementing a single phase development due to a
variety of reasons, and that the process will need to take a creative approach towards meeting the functional
and spatial needs of the Department. This is, in that respect, going to be a very interesting process that will
require a great deal of input from the Police Deparbment,. the Administration, and the City's leaders, as the
project has the capability of addressing a number of issues associated with the City Hall campus. We are
honored to have the opportunity to collaborate with you and your peers on this exciting project and
welcome the challenges that it will bring.
As you requested, I have outlined the primary scope of our proposed services for your review and
consideration. The "bulleted points" are as noted.
Task One: Develop a detailed Spatial Needs Assessment {SNA) that will identify each space within
the PD facility that is in keeping with a modern Law Enforcement facility based
specifically upon the services the Department provides to the community and the
organizational sd~icture of Department. Contained within the SNA will be a minimum of
three development options far consideration.
As an additional component of the SNA, an alternate development option §hall be
identified. This would pertain to the option of developing a stand alone off-site Police
Department facility and will identify the estimated developmen costs for this option.
Task Two: Develop Master Planning ilh~strations for each of the development options that will
enable the project team, to visualize, how each option could be implemented on the campus.
h/edmin!'oW821/cwtrespa-daneeht~o~npsonp210.9
AGENDA TI'EM # 8C
FEBRUARY 23, 2009
Mr. David Thompson
Assistant City Manager
City of Atlantic Beach, Florida
Page two
Task Three: Identify the Estimated Project Development Costs associated with each of the options
contained with the detailed SNA. This will provide "turn-key" casts for each option to be
used by the City in determining the City's financial capabilities when considering the
options.
Task Four: A Conceptual Rendering will be developed for those options deemed most viable by the
City to illustrate the visual impact the development will have on the existing campus.
Mr. Thompson, it is anticipated that all of the outlined tasks can be accomplished within a 90 day period of
time from receiving a notice to proceed by the City. It is also anticipated that the outlined tasks can be
performed under snot-to-exceed budget of $35,000 as discussed during our meeting. I will personally be
representing ADG on this project. ADG is pleased to have the opportunity bo work with the City on this
project and we are available to respond to any questions or comments that.may arise. Thank you again for
this collaborative opportunity.
Sincerely,
Ian A. Reeves
Vice President
h/achnidJoW821/correspo~pson0210.9