Agenda Item 10AAGENDA ITEM # I OA
AUGUST 27, 2012
Atlantic Beach 2030
A Community Visioning Process for
The City of Atlantic Beach, Florida
Request for Proposal
PURPOSE
The Atlantic Beach City Commission invites consultant proposals to conduct a citywide
Visioning Process with extensive citizen outreach and public participation. The purpose of this
RFP is to select a consultant team to assist in developing a collective Vision for the City of
Atlantic Beach. The project also entails a public outreach component in order to educate and
promote a good understanding of the future vision for the City of Atlantic Beach as guided by
the Comprehensive Plan and other planning initiatives, and to gain support and consensus for
this vision. This will be accomplished by developing an outreach program that conveys the
collective vision 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, Florida is primarily a bedroom community populated with nice
homes, some quite old, some very new, some quaint, some plain some fancy and condos and a
few apartment complexes. Atlantic Beach considers itself a unique and special place and refused
to lose its independence and identity when Jacksonville consolidated with Duval County.
The City of Atlantic Beach has always enjoyed a strong tradition of quality, proactive planning.
The current City Commission has not only identified as a top priority the need to engage the
community but finds community input critical in identifying Atlantic Beach's core community
values, articulating Atlantic Beach's community vision and developing a collective
understanding of future needs.
PROJECT DESCRIPTION
Overview
The City of Atlantic Beach intends to complete a citywide community visioning process with an
anticipated timeline of six (6) to eight (8) months. The process will include extensive, diverse
and effective ways to engage the citizens 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 Statement and developing a Vision Action
Plan based on the community's core values and vision. While we have specific outcome goals, as
identified in the City's strategic planning sessions, we welcome input and proposals from
consultants on how best to proceed.
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City ofAdantic Beach
August 15, 2012
AGENDA ITEM # 10A
AUGUST 27, 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
Proposal Due Date and Time
00/00/2012
4 pm
Approval and Selection
TBD
TBD
Effective Date of Contract
TBD
TBD
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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 citizens' goals and preferred
outcomes;
• Formulate a ranking system which differentiates short-term from long -term goals and
those goals the citizens are willing to commit resources, including funding;
• 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; 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. 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 and assist city staff in
producing final products and in accomplishing project objectives and outcomes. 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.
Lesley Resnick will serve as the City's Project Manager (PM) and will provide both
technical and policy guidance as the visioning process proceeds and address any
necessary modifications required to make the process more effective.
• Develop an Outreach Plan to engage, involve and collaborate and communicate 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 may include (but are not limited to) facilitated meetings, citizen
polling, focus groups, consensus - building activities, and use of the City of Atlantic Beach
website.
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Atlantic Beach Visioning Request for Proposal
City ofAdantic Beach
August 15, 2012
AGENDA ITEM # I OA
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• 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 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 pay to fund those goals
• Identify The City of Atlantic Beach's Core Community Values. A "core values"
statement is one of the intended outcomes of the Communications and Outreach Plans.
• Development of a Community Vision based upon the Core Values Statement. The
intended outcome is a preferred future scenario and accompanying Vision Statement.
• 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 Vision 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 key individuals who will facilitate this process and work with
COAB. Include a description of experience of those individuals in working effectively with
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City ofAtlantic Beach
August 15, 2012
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 from at least three (3) comparable projects (similar
in scope of services to those requested herein and in community demographic and
composition) that the firm has either ongoing or has completed within the past five (5) 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.
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 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. 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.
6. 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
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
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Records Act.
AGENDA ITEM # I OA
AUGUST 27, 2012
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.
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August 15, 2012
AGENDA ITEM # I OA
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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
A. Workers' Compensation Florida
Statutory Coverage and Employer's
Liability (including Appropriate
Federal Acts)
Schedule Minimums
$100,000 — each accident
$100,000 — each employee
$500,000 — policy limit for disease
B. Comprehensive General Liability $1,000,000 — bodily injury each occurrence
$1,000,000 — bodily injury aggregate
$1,000,000 — property damage each occurrence
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City ofAtlantrc Beach
August 15, 2012
C. Products — Completed Operations
D. Business Auto Liability
(All autos — owned, hired or used)
E. Professional Liability
$1,000,000 — property damage aggregate
$1,000,000 — aggregate
Same as Comprehensive General 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 upon 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 (TBD), offers creative, innovative and unique public involvement and
outreach approaches, strategies and/or tools, and offers cost - efficiencies throughout the
process (30 %).
• The Consultant Team's Qualifications and Experience
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Atlantic Beach VrsionhW Request for Proposal
City ofAdantic Beach
August 15, 2012
AGENDA ITEM # I OA
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The consultant team has the experience, professional skills, resources and availability
needed to provide the services and to undertake and complete the project successfully.
Provide a detailed description of comparable projects (similar in scope of services and
community profile to those requested herein) which the firm has either ongoing or has
completed within the past three 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
(30 %).
• 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 (15 %).
• 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 and viewed as a
potential cost saving measure. 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 %).
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Atlantic Beach Visioning Request for Proposal