Agenda Item 10DAGENDA ITEM # IOD
SEPTEMBER 9, 20I3
Commissioner Beckenbach — Recommended Police Building RFP-
PUBLIC SAFETY BUILDING NEEDS ASSESSMENT, EXPANSION AND REMODELING
FEASIBILITY STUDY
RFP
I. INTRODUCTION AND SCOPE OF PROJECT:
The City of Atlantic Beach is soliciting proposals from qualified Architectural and Engineering (A & E)
firms with critical facility experience to participate in a competitive process to provide professional
services to conduct a needs assessment and feasibility study regarding improvements to the current
Atlantic Beach Public Safety Building. Five copies of the proposals must be submitted by Friday,
4:30PM, May 31, 2013 and addressed to:
Michael Griffin, Building and Zoning Director
800 Seminole Road
Atlantic Beach, FL 32233
RFP -13 -0X
Police Building Needs Assessment & 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 # 10D
SEPTEMBER 9, 2013
III. DRAFT SCOPE OF WORK
The City desires a consultant to examine new construction and renovation options for a modern police
facility that eliminates current inadequacies. Since a police building should be designed for the purpose
of supporting and facilitating police operations for the present and future, the needs assessment coupled
with the community requirements should provide a framework for the size and type of facility needed to
support optimum police operations.
The Consultant selected to perform this work shall be responsible for providing all architectural,
engineering and consulting services necessary for completing the feasibility study in accordance with
federal, state and local building codes and regulations. The City reserves the right to retain the designer
selected for this phase of the project to perform services for the final design, permitting and construction
phases.
The following is to be included in the analysis:
1. Space Needs Assessment
A. Review Existing Facility
• Review of historical documents, including original design plans, 2005 Renovation
Plans, 2011 new Construction Plans, 2012 Building Design Review Committee
Proceeds and floodplain maps.
• 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 accommodation. The site
evaluation should take into consideration impacts related to existing parking,
landscaping (trees), flood plain and campus architecture.
• The overall evaluation is to determine what the capabilities and limitations of the
existing site /building are; whether the spatial needs assessment can be met on this
site in a one or two story design; and what would be the future expansion
capabilities of that building.
• Can the existing building be renovated and brought within current building codes
(including meeting FEMA requirements within the 500 year floodplain) and can
the department continue to operate out of the existing building and/or phased
expansions while it is being expanded and renovated?
• Depending on answers to above item, develop a phased plan for expansion of the
existing facility. Plan should include cost of moves and temporary facilities if
necessary to maintain daily operations of Police and Emergency Communications.
• Compare functional area existing square footages with standards of police
facilities built today, taking into account the size of the police force and the
community.
B. Review Existing Workload and Demands
Review all available data, including but not limited to:
2
AGENDA ITEM # I OD
SEPTEMBER 9, 2013
• Number of Calls- for - Service
• Number of complaints
• Number of crimes committed
• Number of investigations
• Number of evidence collected /destroyed
C. Analysis of Citizen and Community Policing Needs
Analysis begins with the present day needs, projected increase in volume of demands and
anticipated developments in the community police operations from the present day to 20
years hence.
• Determine if police building needs to be a critical facility
• Define services requested from police
• Population growth
• Personnel staffing considerations
• Contiguous community collaboration possibilities
• Policy changes that cut workload needs
• Community Policing philosophy impacts
Analysis, assumptions, projections, and forecasts are to be consistent with National
Accreditation Standards for Police Facilities.
2. Space Planning
A. Building functional areas to be included in this study
• Main entrance and reception area
• Communication and dispatch area
• Interview rooms
• Detective interrogation rooms
• Police Chief offices
• Staff— administrative offices
• Records room
• Evidence room
• Equipment storage area
• Forensic processing area
• Prison SallyPort
• Lunch break room
• Roll call room, meetings
• Cell blocks, male, female, juvenile
• Training room, seminars, in -house training
• Conference room
• Janitorial room
3
AGENDA ITEM # l OD
SEPTEMBER 9, 2013
• Male & female locker rooms, showers, toilets
• Armory
B. All functional areas are to include security of the most advanced (yet affordable)
variety, including but not limited to video, audio, security glass, master locks, card and
recognition access. Of prime importance is the proximity of certain functional areas to
each other to effect the most efficient and user friendly layout(s).
3. Hierarchy of Needs With Cost Consideration
A. With an understanding of Atlantic Beach's needs gained through the Space Needs
Assessment above, the Consultant shall provide a hierarchy of the functional areas
together with a justification for placement within the building size affordable with the
City's budgeted spending cap of $2,700,000.
4. Present final plan at a Public Meeting of the City Commission with cost estimates and any
non -cost considerations.
*NOTE: The Following Items are to be included in the RFP in the standard format as noted in the attached images:
PREPARATION OF SUBMISSIONS
QUESTIONS
CONSULTANTS REQUIREMENTS AND SELECTIONS
RANKING CRITERIA
INDEMNIFICATION REQUIREMENT
INSURANCE REQUIREMENTS
ANTI - COLLUSION REQUIREMENT
PUBLIC ENTITY CRIME REQUIREMENTS
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.
4
AGENDA ITEM 4 101)
SEPTEMBER 9.2013
Aor.Ni)A rI'I M N HG
MAY 11. 2011
QUESTIONS: Any Respondent \vim is in doubt as to the true meaning ofnny
part of'the solicitation documents, or finds a discrepancy or omission therein, may
contact Building and Zoning I)irecl.ir Michael Griffin, for uii interpretation or correction:
Michact Griffin, Building and Zoning Director
1100 Seminole Road
Atlantic Belch, PI 3223:1
(904) 247 -5813 Office
sir'7ill�n + ,i6 .i
Only inte!'prcll ;tictn, instructions orcorreetinn(s) given, In writing, by Building and
zoning tNre. tur1'Michael Griffin, will lie Iiiintinn, Respondents are hereby notified that no
other source is nathoi'ixrd to give infarntiidiini concerning explaining and/or interpreting a
V. CONSULTANT(S) REQUIREMENTS AND SELitCTI'ION PROCESS:
A. Sch.:01 mt Process: Consultant selection shall be iii accordance with this request
for propostds. 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 u ranked list nffully
qualified respondents., After ranking is completed by stiiIT, illibrotal interviews
antllor 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.
Method or Raitthing: During the review of Whiten PLISPOtiSCS, each criterion below
will be- ranked on a settle ni`vero «1) 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.
B. Written proposal/qualifications pa cknge requirement:
Respondents lire to adhere to the requirements shown below. Pattie to do so may
result in rejection of proposal as ticatt- responsive.
a, Be concise and to the point.
h. Provide adequate information 417 each criterion below.
c. Provide the ranking criteria infornlntion below in the order shown
d. Public Vutity ("rhinos Statement
c, Drug. -I 7 rt a Workplace Statement
f. W-9
AGENDA ITEM # 10D
SEPTEMBER 9, 2013
AGENDA 1TF..M N 80
MAY 13, 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.
4
6
AGENDA ITEM # 10D
SEPTEMBER 9, 2013
AGENDA ITEM # 80
MAY 13, 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
5
7
AGENDA ITEM # 10D
SEPTEMBER 9, 2013
AGENDA ITEM # 8G
MAY 13, 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.
6
8