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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. - - - � � i': - ;, s s n t L � 1i�§. _,- _ ���� 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 ` 0JUAL1 IVA111►1 it 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. Page 13 Atlantic Beach Visioning Request for Proposal City ofAdantic Beach August 15, 2012 AGENDA ITEM # I OA AUGUST 27, 2012 • 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 Page 14 Atlantic Beach Visioning Request for Proposal AGENDA ITEM # I OA AUGUST 27, 2012 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 Page 15 Atlantic Beach Visioning Request for Proposal City ofAdantic Beach August 15, 2012 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. Page 16 Atlantic Beach Visioning Request for Proposal City ofAtlantic Beach August 15, 2012 AGENDA ITEM # I OA AUGUST 27, 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 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 Page 17 Atlantic Beach Visioning Request for Proposal AGENDA ITEM # I OA AUGUST 27, 2012 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 Page 18 Atlantic Beach VrsionhW Request for Proposal City ofAdantic Beach August 15, 2012 AGENDA ITEM # I OA AUGUST 27, 2012 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 %). Page 19 Atlantic Beach Visioning Request for Proposal