Item 8BAGENDA ITEM # 8B
FEBRUARY 8, 2010
STAFF REPORT
City of Atlantic Beach
Commission Meeting
AGENDA ITEM: Recommendation for Design, Engineering, and Permitting
for Boardwalk Extension at Tide Views Preserve
DATE: January 26, 2010
SUBMITTED BY: David E. Thompson, Asst. City Manager
Rick Carper, Public Works Director
Timmy Johnson, Recreation and Special Events Director
BACKGROUND:
The City Commission authorized staff to seek proposals from qualified engineers and
planners to provide design, engineering, and permitting services for a boardwalk
extension and kayak/canoe launch facility at the Tide Views Preserve. Staff advertised
for qualified companies to submit statements of qualifications for consideration in
providing these professional services.
A total of nine (9) firms submitted qualifications for review. A review team of three
individuals (David Thompson, Rick Carper, and Timmy Johnson) evaluated the
qualifications independently. Each group member had been provided with one copy of
the NOTICE FOR PLANNING / ENGINEERING/PERMITTING SERVICES
GENERAL SUBMISSION INSTRUCTIONS RFP 10-03 (see attachment) which
established the evaluation criteria, and each group member had one copy of all nine
proposals. Each member ranked the proposals based on the individual application of the
criteria. A consensus was quickly reached relative to the top three (3) proposals after it
was determined that the first and second place selections had been unanimously selected
by each team member independently from one another.
Staff recommends that the City Commission accept the top three companies
recommended by staff in order:
1. Bowen Civil Engineering, Inc.
2. England-Thims & Mills, Inc.
3. Applied Technology and Management
Bowen Civil Engineering was the top-ranked firm for several reasons. Of the three major
grading criteria (Project Team, Past Record, and Project Approach), they scored very
high. Their Project Team qualifications were excellent, and they include team members
who have successfully worked on similar projects in Atlantic Beach and in the immediate
area. They were very familiar with the dynamics of the existing park, and their project
approach provided some innovative ideas.
AGENDA ITEM # 8B
FEBRUARY 8, 2010
BUDGET: Approval of the recommendation does not obligate funding. Approval of
the recommendations empowers city staff to negotiate with the listed companies,
consistent with state law, for obtaining professional services. The negotiated services
must be brought back to the City Commission for review and approval.
RECOMMENDATIONS: The evaluation team recommends the approval of the firms
listed above, in order, relative to negotiating a contract for professional services. Staff
seeks the authorization to negotiate with the top ranked firm to provide
architecturaUengineering services for the design, engineering, and permitting for a
boardwalk extension and kayak/canoe launch facility at Tide Views Preserve.
ATTACHMENTS: NOTICE FOR PLANNING / ENGINEERING/PERMITTING
SERVICES GENERAL SUBMISSION INSTRUCTIONS RFP 10-03
REVIEWED BY CITY MANAGER:
AGEND ITEM NUMBER:
AGENDA ITEM # 8B
FEBRUARY 8, 2010
NOTICE FOR PLANNING / ENGINEERING/PERMITTING SERVICES
GENERAL SUBMISSION INSTRUCTIONS
RFP 10-03
I. INTRODUCTION AND SCOPE OF PROJECT:
The City of Atlantic Beach hereby requests and invites qualified architectural/engineering
firms and professional planners to submit statements of qualifications to participate in a
competitive process. The City of Atlantic Beach, Florida will select a firm to provide
professional services for the design, engineering, and permitting for an extension of the
boardwalk and an addition of a kayak/canoe launch facility at the Tide Views Preserve in
Atlantic Beach, Fl.
Five (S) copies of the proposals must be submitted by Tuesday, S: 00 PM, January 12, 2010
and addressed to:
David E. Thompson, Assistant City Manager
800 Seminole Road
Atlantic Beach, F1 32233
RFP 10-03
Notice for Planning/Engineering/Permitting Services -Tide Views Preserve
II. BACKGROUND:
The City Commission of Atlantic Beach has established funding for the planning,
engineering, and permitting of a boardwalk extension and kayak/canoe launch at the Tide
Views Preserve in Atlantic Beach, Fl. The Tide Views Preserve is a public preservation park
located on the marshes of the Intracoastal Waterway (ICW). The Preserve has public
parking, restrooms, freshwater ponds, nature trails, and boardwalks.
Boat access from the ICW is very limited at low tide due to the tidal nature of the adjacent
marshes and waterways. The purpose of the proposed project is to extend the boardwalk to a
deeper channel which will allow more access by boat at low tide. Additionally, the
boardwalk should serve as a fishing pier for members of the public who wish to fish at the
Preserve.
The City is seeking a qualified organization to conduct the design, engineering, and
permitting so that this project can be constructed during the following fiscal year.
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
AGENDA ITEM # SB
FEBRUARY 8, 2010
preparation and submission of the proposal(s) and any other information shall be borne
entirely by the Respondent(s).
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 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. 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
dthompson c~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:
AGENDA ITEM # 8B
FEBRUARY 8, 2010
Consultant selection shall be in accordance with this request for proposals. The
evaluation process shall determine qualifications, interest, and availability of
Respondents to provide relevant design, engineering, and permitting services. City staff
will first review all written responses, which well 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 proposaVqualifications package requirement:
Respondents are to adhere to the requirements shown below. Failure to do so may result
in rejection of proposal as non-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 for project personnel including expertise in environmental
and species protection and permitting. 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 employment 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
AGENDA ITEM # 8B
FEBRUARY 8, 2010
any of the key individuals have coordinating with the Florida Inland Navigation
District should be noted.
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 design,
engineering, and permitting services for this project.
d. Staff Availability and Capability to Meet Deadlines [10%]:
Current and projected workload for the project team, which indicates the
availability of staffto 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.
V. 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).
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AGENDA ITEM # 8B
FEBRUARY 8, 2010
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.
VI. 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
$100,000 -each accident
$100,000 -each employee
$500,000 -policy limit for disease
Federal Acts)
B. Comprehensive General Liability
$1,000,000 -bodily injury each occurrence
$1,000,000 -bodily injury aggregate
$1,000,000 -property damage each
occurrence
C. Products -Completed Operations
D. Business Auto Liability
E. Professional Liability
F. Ezcess or Umbrella Liability
$1,000,000 -property damage aggregate
$1,000,000 -aggregate
Same as Comprehensive General Liability
(All autos -owned, hired or used)
Same as Comprehensive General
Liability
Optional
AGENDA ITEM # 86
FEBRUARY 8, 2010
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 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
(1 S) 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.
VII. 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.
VIII. 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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