Agenda Item 10B Atlantic Beach 2030
A Community Visioning ProcessLong Range Community Plan
for
The City of Atlantic Beach, Florida
Request for Proposal
PURPOSE
The Atlantic Beach City Commission invites consultant proposals to conduct develop a citywide
Visioning - rocessLong Range Community Plan with extensive citizen outreach and public
participation. The purpose is to select a consultant team to assist in developing a collective
Vision Long Range Community Plan for the City of Atlantic Beach 2030. The project also
entails a public outreach component in order to educate and promote a good understanding of the
future vision community plan for the City of Atlantic Beach as guided by the Comprehensive
Plan and other planning initiatives, and to gain support and consensus for this Nxisionplan. This
will be accomplished by developing an outreach program that conveys depicts the collective
vision Long Range Community Plan for future growth and development in everyday language
and various marketing media. Meetings with various stakeholders and the public will be held to
solicit input.
BACKGROUND
The City of Atlantic Beach is a bedroom community located east of the Intracoastal Waterway
on a barrier island. Atlantic Beach, Florida refused to lose its independence when the
Jacksonville consolidated with Duval County. Atlantic Beach considered itself unique and
special place. Nice houses —some quite old, some very new, some quaint, some plain, some
fancy and condos and a few apartments populate the city. Its businesses are located westeastward
from the ocean to the Intracoastal Waterway along Atlantic Boulevard, its southern boundary,
and a block or so to the north and along Mayport Road to the west. Naval Station Mayport, the
village of Mayport, and Hanna Park on the St. Johns River border it on the north. The essentially
residential city of Neptune Beach is on its southern boundary.
Within the City of Atlantic Beach's strong tradition of quality planning, the City Commission
has identified as a top priority the need to engage the community in identifying Atlantic Beach's
community values and to articulate Atlantic Beach's community Vision Long Range Community
Plan. And in that effort, finds community input critical to develop a collective understanding for
the future needs of Atlantic Beach.
PROJECT DESCRIPTION
City ofAtlantic Beach
July 18, 2012
Overview
The City of Atlantic Beach intends to complete a ' long range
planning process with an anticipated timeline of 6 to 8 months. The process will include
extensive, diverse and effective ways to engage the public and other key stakeholders within the
community. The intended outcomes include identifying and analyzing emerging trends and
community issues, articulating core community values, creating a Vision Statemcntlong range
community plan and developing Vision Action Plan items based on the community's core values
and visionideaologies. These activities include compilation of diverse demographic data and
review of recent community surveys to identify on -going and emerging issues, trends and values,
and providing key findings. These are illustrative examples; other possibilities may be developed
through the proposal review and refinement process. While we have specific outcome needs, as
identified in the City's strategic planning sessions, we welcome input and proposals from
consultants on how best to proceed.
The City is looking for a consultant team, each of whom has demonstrated sufficient experience
to work quickly in a collaborative framework with other team members, the public, appointed
' : • ::. : -- - - .- - , - lected officials and City staff. The visioning planning process
must include extensive and sustained public involvement activities, including innovative
outreach efforts through various approaches toward the goal of engaging a broad and deep cross
section of the community. The City of Atlantic Beach is looking for a blend of involvement and
collaborative approaches, as outlined by the International Association for Public Participation's
Public Participation Spectrum, and seeks to engage those that may not have been engaged in
civic or community dialogue. This approach is modeled on decision - makers and other key
players in partnership with the public in creating alternatives and solutions. Such approaches
should may include, for example, workshops, citizen polling, consensus - building, participatory
decision - making, focus groups, personal interviews and engagement at community events,
opinion surveys, mailings, media coverage, city -wide newsletter updates, interactive use of a
project Web site, town hall meetings, and other techniques.
Topic or Target Areas Guiding Objectives Desired Outcomes / Final
Products
Community Values Identify City of Atlantic Beach Distill & articulate City of
core values Atlantic Beach's core values
(Core Values Statement)
Land Use / Physical Features Fully engage the community A Vision—Statement--Long
Range Plan
Internal View — "Inside Out" Identify emerging trends, An Action Plan
opportunities
Public Participation Identify ways to implement the Strengthen & enhance the City
vision plan of Atlantic Beach as a
proactive, strategic community
Effective Structure Inform citizens and decision- Method to revisit & update the
makers Long Range and Action Plan
Vision and Vision Action Plan
Page 1 2
Atlantic Beach -Visioning-Community Plan Request for Proposal
City of Atlantic Beach
July 18, 2012
Project manager for this RFP is Lesley Resnick, Redevelopment and Zoning Coordinator, City of
Atlantic Beach. 800 Seminole Road, Atlantic Beach, Florida 32233. Explanations desired by the
submitter(s) regarding the meaning of interpretation of the RFP must be submitted to and
obtained from the contact person in writing. Fax: (904) 247 -5845 Email: lresnick@coab.us.
A City Advisory Board will be established to oversee the project. Recruitment will be broad
every interest group in the City. Thc committee docs not have a specific size limit; however it
will consist of at least: two or three of the seven City of Atlantic B ach Community
Development Board members, two or three business / employer representatives and four or five
citizens, ch representing a different and unique ar a within the City of Atlantic Beach's
population.
Thc City of Atlantic Beach is not opposed to utilizing additional committees and will develop
additional committee(s) as agreed up by the City Advisory Board, Project Manager and the
Consultant.
Project Budget It is the intention of the City of Atlantic Beach to be fiscally responsible during
the visioning planning process. Subsequently, the City of Atlantic Beach wishes to work with the
Consultant in a manner that will allow the designed scope of work to be completed within a cost
structure that the City finds acceptable. Consultants may propose additive alternatives to the
Scope of Work that they believe would significantly improve the project's outcomes. In addition,
the City is looking for cost - saving measures throughout the process. Consultants are encouraged
to submit suggestions for cost savings and other ways of promoting cost - efficiency, and to
highlight any tradeoffs inherent in the suggested alternatives. Both the core proposal and any
additive alternatives should include a clear description of the work, reasoning for consideration,
and a fee proposal.
Partnership Opportunities — Lead Consultant — The City recognizes that our needs in this
project may require the services of experts with specific skills or from various disciplines. For
example, these could include project management, public involvement, meeting facilitation,
community outreach, visioning, land use and transportation planning. To that end we anticipate
possible partnerships among consultants. It is important that a lead consultant be identified and
all participating consultants and team members be identified in the consultant proposal.
TIMELINE — Submission
Respondents should review and become familiar with the event timeline. The dates and times of
each activity within the timeline may be subject to change. It is the responsibility of the
Respondent to check for any changes. Please provide five (5) hard copies of your response.
Date Time " ; ...
Issue Request for Proposal 00/00/2012
Notice of Intent to Respond (email to Lesley Resnick) 00/00/2012
Deadline for Questions in writing to Lesley Resnick 00/00/2012 5pm
Page 1 3
Atlantic Beach - Visionkig-Community Plan Request for Proposal
City ofAtlantic Beach
July 18, 2012
Proposal Due Date and Time 00/00/2012 4 pm
Approval and Selection TBD TBD
Effective Date of Contract TBD TBD
SCOPE OF WORK
In addition to the items listed below, it is important that the firm selected to work remain
cognizant of the need for the project to establish and sustain credibility with citizens and
decision - makers. It is also essential that the selected firm have the ability to:
• Prioritize, through community involvement and input, the citizen's goals and
prcfcrcdpreferred outcomes;
• Formulate a ranking system which differentiates short-term and long -term goals and to
which goals the citizens are willing to commit resources including funding to initially;
• Develop customized strategies that will be effective within the political and social
context;
• Link the process and outcomes with current and upcoming planning efforts and decision -
making processes within Atlantic Beach and in its relationships to neighboring
jurisdictions, the region and the State;
• Effectively carry out a variety of public outreach methods and activities;
• Use a variety of media, activities and methods to capture, focus and engage citizens,
decision makers and other key players; and
• Develop and manage the process to achieve outcomes perceived as balanced and
authentic by as many community stakeholders as possible.
At this time, the City of Atlantic Beach does not have a specific outline of tasks or project
management structure for this project. However, it is expected that the work will be approached
as a collaborative partnership between community members, elected officials and City Staff,
with the consultant(s) taking the lead on project management, task implementation and follow -
through. The firm selected to work on the project will be expected to produce the following
products and outcomes, and provide the following services.
• Effective Collaboration and Project Management. Work closely with City staff in
producing final products and in accomplishing project objectives and outcomes. Assist
City staff in supporting the City Advisory Committee. This would include: attend
meetings, develop materials and make presentations when necessary, produce reports and
other documents of key activities and findings and produce final project documents and
accompanying informational materials. Design, manage and implement public
involvement and outreach strategies, and revise these if necessary to meet project
objectives and achieve the desired outcomes. Work with City staff, City Advisory
Committee and other key players to develop key messages, implement media - related
strategies, and refine or reframe those if necessary. Advise City staff, decision - makers
and other key players regarding media relations and other key activities. Provide other
consulting services relating to the Scope of Work such as meeting facilitation and
management, technical analysis and synthesizing of information.
Page 14
Atlantic Beach Visioning Community Plan Request for Proposal
City of Atlantic Beach
July 18, 2012
Lesley Resnick will serve as the City's Project Manager (PM) The City Advisory
Ceminittee --will provide both technical and policy guidance as the Vision planning
process proceeds and address any necessary modifications required to make the process
more effective. The committee will meet regularly to review progress of the contract and
discuss any issues that may arise. At a minimum, thc Advisory Committee will meet
monthly to review progress. Additional mcctings may be required at kcy points in thc
process.
• Develop a Communications Plan that can be linked with public outreach and the
project's outcomes and that involves key players that encompasses the entire process.
This would include marketing and other methods of publicity, media relations, using
project branding, and creating key messages to increase recognition, build credibility and
deepen understanding of the process, its objectives and outcomes within the community.
Such approaches would include use of media to deliver information to a diverse
community in a variety of ways.
• Develop an Outreach Plan to engage, involve and collaborate directly with the public,
and other community stakeholders throughout the process. This would include innovative
or other effective ways to engage citizens that do not normally participate. Activities
could include (but not limited to) facilitated meetings, citizen polling, focus groups,
consensus - building activities, outreach at larger community events, engagement at
community meetings and use of the web and other media.
•
• Analysis and Findings. Compile and analyze relevant data, identify and evaluate issues,
values and concerns held by the community. Identify current, emerging and projected
trends (internal and external) and evaluate the potential impacts, constraints and
opportunities.
•
• Prioritization. Based on community input, develop a table or ranking structure for both
short-term and long -term goals indicating which are the highest priority goals, and to
what extent citizens are willing to fund recommend City Commission fund achicvment
those goals_
• Identify The City of Atlantic Beach's Core Community Values. A "core values"
statement would be one of the intended outcomes of the Communications and Outreach
Plans. This piece should include an accompanying discussion explaining its development
and other relevant information that can serve to deepen understanding and create lasting
community value.
• Development of a Long Range Community Plan. Based upon the
Core Values Statement, this may include development of one or more alternative
scenarios that are then explored. The intended outcomes are a preferred future scenario
and accompanying Vision- Community Goals Statement. The Vision Community Goals
Page 1 5
Atlantic Beach -a aning`Community Plan Request for Proposal
City ofAtlantic Beach
July 18, 2012
Statement could include two or more specific themes that could be linked to the Vision
Action Plan.
• Development of a Vision Action Plan that includes goals, strategies to achieve those
goals, and specific action items that carry out the strategies. This Plan should be logically
structured to include, at a minimum, clearly defined roles, identification of implementers
and potential partners, timeframes and priorities.
• Recommended mechanism(s) and timeframe(s) for revisiting the process to update the
Vision and the Vision Long Range Plan and Action Plan.
In addition to the items listed above, data, analysis, multi -media materials, master copies of final
products and all other relevant documentation would be provided to the City in compatible
formats as approved by the PM for the project files.
INFORMATION TO BE SUBMITTED
To be considered, a completed proposal must respond to each of the items in the scope of work
described above and include all of the items in this section, listed below. The proposal shall be
limited to 25 pages (excluding covers and blank dividers). Maps, resumes, or professional
references may accompany any proposals as attached appendices and will not be counted as part
of the maximum 25 -page limit. At minimum, the proposal should have the following sections
and information:
1. Cover Letter: Provide, name, address, phone, e-mail, FAX, federal tax identification number,
statement of ability to complete the project given current workload, cite any conflicts of
interest, and a 90 -day guarantee on proposal terms.
2. Project Team and Qualifications: A description of the principal firm, type of firm, its
qualifications and relevant project experience, and the qualifications and proposed work
assignments and roles of all sub - consultants and their relevant project experience. This shall
include identification of main individuals to work with the COAB. Include a description of
experience of those individuals in working effectively with the general public, special
interest groups, specific target groups and/or other community organizations. Include an
organizational chart illustrating key personnel, their project assignments, and management
flow.
3. References: Provide a detailed description of from at least (3) comparable projects (similar in
scope of services to those requested herein and in community demographic and composition)
which the firm has either ongoing or has completed within the past five years. Please specify
whether each project is completed or ongoing. The description should identify for each
project: (i) the client; (ii) description of work; (iii) duration of project; and (iv) contact person
and phone number for reference.
Page 1 6
Atlantic Beach aVisioning Community Plan Request for Proposal
City ofAtlantic Beach
July 18, 2012
4. Approach: Provide a statement of understanding, outline of work plan, and approach to the
project, including major milestones and detailed timeline /schedule that provides for
completion of all work by March 30, 2013. The visioning planning process must include a
variety of interactive public involvement. Those submitting proposals are encouraged to
suggest revisions to the Scope of Work of this RFP if it is felt the final product could be
improved. All suggested changes should be supported with a brief written explanation.
5. Budget: Provide a not to exceed cost proposal for all work described under the Scope of
Work, broken down by project component. This should include a detailed br akdown of
consultant hours per task, hourly rates for all t am members (including clerical), a tasklcost
matrix breaking out hourly rates and hours by employee and subcontractor per task, budget
allocations for each firm, and an itemized estimate of the total reimbursable costs.
Consultants are encouraged to submit suggestions for cost savings and other ways of
promoting cost efficiency, and to highlight any tradeoffs inherent in the suggested
alternatives.
6. Contact Person: Name, address and e-mail address, telephone, and fax number of the lead
individual authorized to enter into a contractual agreement and answer questions related to
the proposal.
7. Appendices: (not part of the 25 -page limit): Resumes of key consultant staff members and
firm references (name, organization, phone number) for each firm (minimum 3 references per
firm).
OTHER REQUIREMENTS
Waiver/Rejection of Proposals
All proposals will be considered. However, the City reserves the right to waive formalities or
informalities in proposals, to reject, with or without cause, any or all proposals or portions of
proposals, or to negotiate or not negotiate with individual proposers, or to accept any proposal(s)
or portions of proposals seemed to be in the best interest(s) of the City.
Contract
The City intends to negotiate and enter into a contractual agreement upon selection of the
broker /consultant. This contract will include the broker /consultant compensation arrangement
which will be based on standard industry commission percentages or equivalent compensation
structures.
Public Record and Proposal Contents
Upon award recommendation or ten (10) days after opening, whichever occurs first, proposals
become "public records" and shall be subject to public disclosure consistent with Chapter 119
Florida Statutes. If required, Proposers must invoke the exemptions to disclosure provided by
law in their response to this RFP, and must identify the data or other materials to be protected,
and must state the specific reasons such material in exempt from release under the Florida Public
Page 1 7
Atlantic Beach -Visioning-Community Plan Request for Proposal
City ofAtlantic Beach
July 18, 2012
Records Act.
All material submitted becomes the property of the City of Atlantic Beach. Selection or rejection
of the proposal does not affect this right.
Public Entity Crimes
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 proposal on a contract to provide services to a public
entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with any 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.
Conflict Of Interest
The award of contract is subject to the provisions of Chapter 112, Florida Statutes. All proposals
shall disclose the name of any officer, director or agent who is also an employee of the City.
Further, all proposals shall disclose the name of any City employee who owns, directly or
indirectly, an interest of five per cent or more in the proposer's firm or any of its branches.
Failure to make such disclosure in the proposal may be cause for proposal disqualification as
non - responsive.
Drug - Free Workplace Statement
Preference shall be given to businesses with drug -free workplace programs. Whenever two or
more proposals that are equal with respect to price, quality, and service are received by the City a
proposal received from a business that certifies that it has implemented a drug -free workplace
program shall be given preference in the award process. Established procedures for processing
the proposals will be followed if none of the tied proposers have a drug -free workplace program.
Lobbying Prohibited
Please note that to assure proper and fair evaluation of proposals; proposers are not to contact
any of the City Commission members or City personnel. Any and all questions from a proposer
should be directed to Redevelopment and Zoning Coordinator, Lesley Resnick via email:
lresnick @coab.us, or fax (904) 247 -5845.
Communication between a proposer and the City will only be initiated by the appropriate City
official, Redevelopment and Zoning Coordinator, Lesley Resnick, in order to obtain or clarify
information to develop a proper and accurate evaluation of the proposal. Ex parte
communication may be grounds for disqualifying the offending proposer from consideration.
Rights and Privileges
Rights and privileges granted by the City shall not be assigned or transferred in any manner
whatsoever without written approval of the City. At all times during the term of the contract, the
Contractor shall act as an independent contractor and at no time shall the Contractor be
considered an employee, agent or partner of the City. The Contractor shall obtain and pay for all
permits, licenses, Federal, State and Local taxes chargeable to its operation.
Page 1 8
Atlantic Beach Visioning Community Plan Request for Proposal
City ofAdantic Beach
July 18, 2012
No Collusion Clause
By offering a submission to this RFP, the proposer certifies the proposer has not divulged to,
discussed or compared his/her competitive proposal with other proposers and has not colluded
with any other proposers or parties to this competitive proposal whatsoever. Also, the proposer
certifies, and in the case of a joint competitive proposal each party thereto certifies as to its own
organization, that in connection with the competitive proposal:
• Any prices and/or cost data submitted have been arrived at independently, without
consultation, communication, or agreement, for the purpose of restricting competition,
as to any matter relating to such prices and/or cost data, with any other proposer or with
any competitor;
• Any prices and/or cost data quoted for this competitive proposal have not been
knowingly disclosed by the competitive proposer and will not knowingly be disclosed
by the proposer, directly or indirectly to any other proposer or to any competitor, prior
to the scheduled award of the contract;
• No attempt has been made or will be made by the proposer to induce any other person
or firm to submit or not to submit a competitive proposal for the purpose of restricting
competition;
• The only person or persons interested in this competitive proposal, principal, or
principals is /are named therein and that no person other than therein mentioned has any
interest in this competitive proposal or in the Agreement to be entered into.
Non - Warranty of Specifications
Due care and diligence have been exercised in the preparation of this RFP and all information
contained herein is believed to be substantially correct. However, the responsibility for
determining the full extent of the exposures to risk and verification of all information herein shall
rest solely with the proposers. Neither the City nor its representatives shall be responsible for
any error or omission in this RFP, nor for the failure on the part of the proposer to determine the
full extent of the exposures.
Insurance
The consultant(s) shall procure and maintain during the term of the continuing contract,
insurance of the types and in the minimum amounts stated below.
Coverage Schedule Minimums
A. Workers' Compensation Florida $100,000 — each accident
Statutory Coverage and Employer's $100,000 — each employee
Liability (including Appropriate $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
$1,000,000 — property damage aggregate
Page 1 9
Atlantic Beach-Visioning-Community Plan Request for Proposal
City ofAtlantic Beach
July 18, 2012
C. Products — Completed Operations $1,000,000 — aggregate
D. Business Auto Liability Same as Comprehensive General
Liability
(All autos — owned, hired or used)
E. Professional Liability Same as Comprehensive General Liability
F. Excess or Umbrella Liability Optional
Licenses
Proposers must be fully licensed and certified in the State of Florida at the time of RFP
submittal.
SELECTION PROCESS
The City will conduct a fair and impartial process for the selection of a contractor for this
project. Consultant selection shall be in accordance with this request for proposals. The
evaluation process shall determine qualifications, interest and availability. City staff will first
review all written responses. This review will result in a ranked list of fully qualified
respondents. Consultant's representing the top ranked proposals will be invited to make a
presentation. The City Manager, based evaluation of written responses and presentations, shall
make a final recommendation to City Commission of which consultants to interview. The
Atlantic Beach City Commission will make the final determination.
An agreement will be developed for signatures upon approval of the City Commission.
Evaluation Criteria
The evaluation of proposals and selection of a qualified consulting team by the City will be
based on the following:
• Project Understanding
A clear understanding of the nature and objectives of the project, and the types of
services needed to meet those objectives and successfully complete the project (15 %).
• Approach(es) and Strategy(ies) Chosen to Accomplish the City's Objectives
The consultant team demonstrates one or more approaches and strategies that has an
effective and clear decision - making process, links all aspects of the Scope of Work,
successfully integrates technical and public involvement activities, completes the project
on schedule and within the project budget, offers creative, innovative and unique public
involvement and outreach approaches, strategies and/or tools, and offers cost - efficiencies
throughout the process (20 %).
• The Consultant Team's Qualifications and Experience
The consultant team has the experience, professional skills, resources and availability
needed to provide the services and to undertake and complete the project successfully.
Page 1 10
Atlantic Beach-Visioning-Community Plan Request for Proposal
City ofAdantic Beach
July 18, 2012
Provide a detailed description of comparable projects (similar in scope of services to
those requested herein) which the firm has either ongoing or has completed within the
past five years. Please specify whether each project is completed or ongoing. The
description should identify for each project: (i) the client; (ii) description of work; (iii)
duration of project; and (iv) contact person and phone number for reference (35 %).
• Thoroughness and Quality of the Written and Verbal Presentation
The proposal is clear and presented in a professional and understandable form. The
proposal responds to the format requirements and evaluation criteria (20 %).
• The Consultant's Proximity to Atlantic Beach
Location of the consultant's home office (corporate headquarters) and location of the
local office where the project(s) will be produced will be considered. The members of
the project teams should be permanently assigned to the project office. Routine and
responsive face -to -face interaction will be important in servicing the City's needs in
performing this contract (10 %).
Page 1
Atlantic Beach Community Plan Request for Proposal