Agenda Item 8AAGENDA ITEM # 8A
APRIL 8, 2013
CITY OF ATLANTIC BEACH
COMMISSION MEETING
AGENDA ITEM: Request for Proposals for Public Safety Building Expansion and Remodeling
REPORT SUBMITTED BY: Mike Borno, Mayor
DATE:
STRATEGIC PLAN LINK:
April 1, 2013
Goal #4; Police Building
BACKGROUND: The City Commission discussed the next steps relating to the police building
project during recent strategic plan workshops. I agreed to present a Scope of
Services for a feasibility study regarding improvements to the current Atlantic
Beach police building. A copy of the proposed Request For Proposals (RFP),
including the Scope of Services, is attached.
This RFP follows the same process as other professional services that have been
solicited by the City. It meets the State requirements for selection of architects
under the Competitive Consultants Negotiation Act (CCNA).
Proposals will be solicited from architects who have significant critical facility
experience. This can include not only construction and remodeling of police and
fire facilities, but also other critical buildings like hospitals. The successful firm
chosen under this RFP would be precluded from doing any additional work on
the police building project in the future to be sure there is no bias in the
architect's opinion. Additionally, firms who have worked on plans for the AB
police building in the last ten years would be precluded from participating in this
report.
Rankings of the proposals submitted will be done by a team of City staff
members including Rick Carper, Donna Kaluzniak and Mike Griffin. They will
submit their recommendations to the City Commission which will include the top
three ranked firms. The Commission would then be asked to provide
authorization to staff to negotiate with the top ranked architect in accordance
with state CCNA regulations. The ranking criteria would include the firm's
professional qualifications and project team (30 %), the firm's past record of
professional accomplishments (25 %), the firm's project approach (25 %), the
firm's staff availability and capability to meet the deadlines (10 %), financial
responsibility and insurance (5 %) and proximity of their office to Atlantic Beach
(5 %).
BUDGET: There is an existing budget of $60,000 for expenses related to an outside review
of options for the police building project.
RECOMMENDATION: Authorize the City staff to request proposals from architects for the police
building project as outlined in the attached Request for Proposals.
AGENDA ITEM # 8A
APRIL 8, 2013
REQUEST FOR PROPOSALS
ARCHITECTURAL / ENGINEERING SERVICES
PUBLIC SAFETY BUILDING EXPANSION AND REMODELING FEASIBILITY
STUDY
RFP 13 -OX
I. INTRODUCTION AND SCOPE OF PROJECT:
The City of Atlantic Beach is soliciting proposals from qualified Architectural and
Engineering (A and E) firms with significant critical facility experience to participate in a
competitive process to provide professional services to conduct a feasibility study regarding
improvements to the current Atlantic Beach Public Safety Building. Five (5) copies of the
proposals must be submitted by Friday, 4:30 PM, April xx, 2013 and addressed to:
Michael Griffin, Building and Zoning Director
800 Seminole Road
Atlantic Beach, Fl 32233
RFP 13 -OX
Police Building Feasibility Study
II. BACKGROUND:
The current City of Atlantic Beach Public Safety Building is approximately twenty five (25)
years old, and has a number of deficiencies that adversely impact the operations of the Police
Department. For several years the City has been working to determine a cost effective plan
for upgrading or replacing the existing facilities. Beginning in 2005, the City had an
architectural firm provide guidance relative to renovating and expanding the existing facility,
followed by an evaluation by a separate architectural firm that specialized in Public Safety. A
number of potential sites for a new Public Safety Building were evaluated, and it was
determined that a location at 800 Seminole Road adjacent to the City Hall Complex was the
best location for a new Public Safety Building. However, the design submitted encroached
into the adjacent City Park and was deemed unacceptable for both cost and this
encroachment.
The City Commission of Atlantic Beach has established funding for a feasibility study to
determine if the existing building can be modified to an acceptable structure on the existing
site, and if feasible, what would be the reasonable cost of this project. Time is of the essence,
so this project will have a short timeline for completion.
To ensure an unbiased evaluation, the successful proposer for this study will not be
considered for any subsequent design project related to the Public Safety Building.
Additionally, firms who have been under contract to the City in earlier studies and / or design
projects for the Public Safety Building within the last ten years will not be considered for this
feasibility study.
AGENDA ITEM # 8A
APRIL 8, 20I3
III. DRAFT SCOPE OF WORK
A. Review of historical documents, including original design plans, 2005 Renovation
Plans, 2011 New Construction Plans, 2012 Building Design Review Committee
Proceedings and floodplain maps.
B. Conduct physical survey of existing building and site to evaluate condition and
potential for expansion. The building evaluation should take into consideration,
but is not limited to, accessibility and public /police personnel accommodation.
The site evaluation should take into consideration impacts related to existing
parking, landscaping (trees), floodplain and campus architecture.
C. The overall evaluation is to determine what the capabilities and limitations of the
existing site are; whether the spatial needs assessment value of 14,000 SF can be
met on this site in a one or two story design; and what would be the future
expansion capabilities of that building?
D. Can the existing building be renovated and brought within current building codes
for a critical facility (including raising the current flooring to comply with the 100
year flood zone, if required) and could the department continue to operate out of
the existing building and/ or phased expansions while it is being expanded and
renovated?
E. Depending on answers to C. and D., develop phased plan for expansion of
existing facility. Plan should include cost of moves and temporary facilities if
necessary to maintain daily operations of Police and Emergency Communications.
F. Present final plan at a Public Meeting of the City Commission with cost estimates
and any non -cost considerations.
IV. 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).
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. 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.
D. Information on the preliminary study and site selection is available in digital
format upon request.
AGENDA frEM # 8A
APIUL 8, 2013
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 Building and Zoning Director Michael Griffin, for an interpretation or correction:
Michael Griffin, Building and Zoning. Director
800 Seminole Road
Atlantic Beach, Fl 32233
(904) 247 -5813 Office
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Only interpretation, instructions or correction(s) given, in writing, by Building and
Zoning Director Michael Griffin, will be binding. respondents are hereby notified that no
other source is authorized to give information concerning explaining and/or interpreting a
request.
V. 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 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, inforinal interviews
and /or presentations may be conducted of selected respondents determined to be
best qualified leased upon the evaluation of the written responses. The
determinations shall be based upon the criteria below.
Method of Ranking: During, the review of written responses, each criterion below
will be ranked on a scale of zero (0) thorough ten (10). In addition, each criterion
has been assigned a percentage value that weights the criterion's significance to
the project as noted below.
B. Written proposal /qualifications 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 -Five Workplace Statement
f, W-9
AGENDA ITEM # 8A
APRIL 8, 2013
C. RANKING CRITERIA:
Firms responding to this Request for Proposals must include detailed information
concerning the following criteria for selection:
a. Firm's Professional Qualifications and Project Team [30 %]:
List consultant team members, including detailed resumes and professional
licenses /certifications. Give brief bullets on education, training and experience
for project personnel. Designate the Project Manager and provide full contact
information. Experience with design and construction of Public Safety Facilities or
other Critical Facilities by project team members should be included.
b. Past record of professional accomplishments [25 %]:
Provide a list of recently (within past five years) completed projects similar to the
project under consideration with brief description. Provide reference letters and a
list of other agencies, governments or companies for which similar services have
been provided. Include owners' contact person, email address, 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 requested study of the 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, 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. Financial information may be packaged in a separate
sealed envelope if desired.
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 # 8A
APRIL 8, 2013
PROPOSAL IS NOT A BID: This request for proposals / qualifications is not to be considered a
BID. The City of Atlantic Beach Staff (Building and Zoning Director, Public Works Director and
Utility Director) will evaluate proposals based on the criteria set forth in this RFP. The evaluation
process will consider only the requested weighted criteria to determine which firm(s) are the most
highly qualified to perform the required services. 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.
III. 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.
IV. 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 $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
C. Products —Completed Operations
D. Business Auto Liability
E. Professional Liability
F. Excess or Umbrella 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
$1,000,000 - aggregate
Same as Comprehensive General Liability
(All autos — owned, hired or used)
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
shall be furnished to the City's construction project manager. The certificates shall provide that
AGENDA ITEM # 8A
APRIL 8, 2013
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.
V. 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.
VI. 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.
Note: In no case will the City pay a total overhead rate that exceeds 150 percent of direct
labor. Profit rate shall be applied only to direct labor plus overhead and shall not exceed
10 percent. No mark -up or profit shall be paid on non -labor related job costs,
reimbursable costs or on services provided by subcontractors. Prior to negotiation, the
selected consultant will be required to provide proposed total compensation and detailing
employee hours needed for each activity, number of sheets required for drawings, proposed
survey and all other costs associated with the project.
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