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Exh 8CAGENDA ITEIYI #8C JANUARY 10, 2005 STAFF REPORT City of Atlantic Beach ' Commission Meeting AGENDA ITEM: Recommendation for Architectural Services DATE: December 30, 200~4~~ ' SUBMITTED BY: David E. Thomps ntl", Chief of PoliceJDPS .. Don Ford, Building Official ` BACKGROUND: The 2004-OS Budget included funding to obtain architectural services for an expansion of the Public Safety Building. A "request for proposal" was promulgated and advertised for architectural services, and four (4) proposals were received including: 1. Design Works Architects, P.A. 2. Ebert Norman Brady Architects 3. Fleet & Associates Architects/Planners, Inc. 4. VIA Concepts. LLC The proposals were reviewed by Don Ford, Building Official for Atlantic Beach, and by David E. Thompson, Chief of Police/DPS in Atlantic Beach. The proposals were ' ' evaluated and assigned numerical scores based on the following criteria: 1. Professional qualifications ' ' 2. Past record of projects similar to the Atlantic Beach project .. 3. Staff availability and Capability to meet Deadlines 4. Project Approach " ' S. Financial Responsibility and Insurance .. 6. Cost Estimating 7. Proximity ' 8. Costs After totaling the scores, the highest score and recommended architectural firm was Fleet & Associate Architects/Planners, Inc. BUDGET: The 2004-OS budget for Architectural Services for the expansion of the Public Safety Building is $30,000. However, the approval of the recommendations in this staff report will not commit any funding to this project at this time. If and when fees and services have been agreed upon by the interested parties, then the matter will be brought back to the City Commission for review and approval. AGENDA ITEbI #8C JAi~1UARY 10, 2005 RECOMMENDATIONS: We recommend that staff be authorized to negotiate with Fleet & Associates Architects/Planners, Inc, for architectural services relative to an expansion of the Public Safety Building. ATTACHMENTS: Request for Proposals Spreadsheet of Scores REVIEWED BY CITY MANAGER: AGENDA ITEM NUMBER: • ' AGENDA ITENI #8C • JANUARY 10, 2005 ' City of Atlantic Beach • November 8, 2004 • REQUEST FOR PROPOSALS N0.05-1 PROFESSIONAL ARCHITECTURAL, SERVICES FOIL THE RENOVATION OF PUBLIC SAFETY BUILDING CITY OF ATLANTIC BEACH, FLORIDA ' ' The City of Atlantic Beach is seeking proposals and submittal of qualifications from architectural . firms interested in providing professional services for the renovation of the Public Safety Building. • Proposals must be subanitted in triplicate by 4:30 p.m. Tuesday, December 14«, 2x04 and • • addressed to: • Mr. Don Ford, Building Official • ~ 800 Seminole Road . Atlantic Beach, FL 32233 . (904) 247-5800 • - dford c(~,coab.us All questions concerning the submittal of proposals must be addressed to Don Ford, Building Official. No questions may be directed to any other party. 1. INFORMATION: A.:Owner: City of Atlantic Beach B. Manager: Building Department • . 2. PROJECT SCOPE: " " This project will include both an expansion of the Public Safety Building located at 850 Seminole Road in Atlantic Beach and substantial remodeling of the existing structure. The • existing Public Safety building contains 10,348 square feet. The project will include the • " expansion of the existing building, remodeling of the communications center and addition of possible several new offices. The city will review designs based on efficiency of operations, esthetics and costs. • The design portion of the project will have two phases. The first will include a schematic design of the floor plan with cost estimate so that a budget can be established for the project. The first • phase must be completed by February 1, 2005 so as to be available for City Commission " ~ consideration during FY 2005-2006 budget deliberations. The second phase of the project will include final design and related services up to the bid opening and be approved once the City Commission has budgeted the funds needed. The new addition shall have an architectural style that is consistent with the original Public Safety building. 1 • AGENDA ITEM #8C JANUARY 10, 2005 City of Atiantdc beach November 8, 2004 3. C)(TY DOCUMENTS: During preparations of a response to this RFP, the following material is available at the Building Department of the City for review by prospective architect(s). The • - architect(s) accepts the responsibility for verifying the accuracy of any informarion furnished and • ultimately incorporated into their response. If any inaccuracies are noted, the architect shall notify the Building Officer in writing. • A. Plans of the existing structure . 4. A~CffiTyCT(S) ~IR~TTEN PJEBrJP®SAL ~E~UDt~MEl~t'TS AND SEI,ECTY®N PR®C~SS: A. SE~CT~ON P~®CESS: Architect selection shall be in accordance with this request for proposal. The evaluation process shall determine qualifications, interest, and availability. City staff will first review all written responses. This review tivill result in a ranked list of fully qualified respondents. If deemed necessary, informal interviews 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. An agreement will be developed for signatures upon approval of the City Commission. The City reserves the.right to reject any and all proposals, waive informalities and technicalities, and make awards to the acchitect whose proposal best serves the interest of ' " the City. Also, the City reserves the right to make such investigation as it deems . necessary to determine the ability of any proposer to perform the services requested. B. lO~TH®D OE RAl~i~Il''~tG: During the review of written responses, each criterion • below will be ranked on a scale of zero (0) through ten (14}. In addition, each criterion has been assigned a percentage value that weighs the criterion's significance to the project as shown below. .. C. TTEN PR©P®SA]LlQUAEIP)<CATIOIe1S PACKAGE kZEQUII2EMEP~IT: Respondents aze to adhere to the requirements shown below. Failure to do so may result in rejection of proposal as non-responsive. - Be concise and to the point ' - Provide adequate information on each criterion below - Provide the ranking criteria information below in the order shown 2 AGENDA ITEM #8C JANUARY 10, 2005 City of Atlantic ,Beach November 8, 2004 D. RANKII,TG CRITERIA: ' ' (1) Architect's Professional Qualifications (2®%]: List consultant team members and subcontractor firms, including resumes. Provide brief bullets on technical training, education and experience for related projects. (2) Past record of professional accoaiaplish~nents (2'D%): A list with brief descriptions of completed projects similaz to the City project under consideration. Provide a reference list of public sector entities within the state of Florida for which similar services have been provided. Include owners' contact person, FAX number and telephone number, and type of projects completed. (3) Staff A~railabilaty and Capabi9ity to I1Meet Ileadli~nes (15%]: Current and projected workload, which indicates the availability of staff to complete assigned projects in a timely manner. Timeliness of completion of current or past projects for the City of Atlantic Beach will be included in this criterion, if applicable. (4) Project Approach (1~°l°]: Describe the architect's specific proposed approach to the completion of the project. (S) ~inaa~~siai Respo9sabi~ty and Insasraa~ce (111%]: 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 current certificate of insurance. (6) Cost Estiaaeating (1~%]: Provide evidence of the ability to accurately estimate the cost of construction projects. designed by the architect. Consultant must be able to provide ` realistic estimates to be used in the City's budgeting process. Accuracy of project cost estimates provided for past or current City of Atlantic Beach projects will be included in this criterion, if applicable. (7) Proximity (~%]: Location of the azchitect's home office and location of the office where the project will be produced should be noted in the proposal. Routine and .responsive face-to face interaction will be important in servicing the City's needs in performing this contract. (8) Cost (5%]: Quote rates, fees or charges. Detail other cost proposals or cost breakdown information. a. Proposed overhead rate on direct labor, profit rate, costs of printing, CAD systems and other direct project costs. AGENDA ITEM #3C JANUARY 10, 2005 City o~'Atdantic .Peacla November 8, 2004 b. Schedule of direct labor rates (without fringe benefits) for the following categories of personnel to be used on this contract: Principal (Partner or Senior Officer) Project Manager (Responsible Professional) Design Architect (Registered) Design Technician (None-registered) Drafter Field Inspector Clerical Typist c. Any other information available to show pricing methods. d. Miscellaneous guidance: - Proposed rates and costs will be used in the negotiation of fees and shall remain . in effect throughout the current terra of the contract. - List the proposed overhead rates in use by the firm. 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 associated overhead and ' shall not exceed 10 percent. No mark-up or profit shall be paid on non-labor related job costs, reimbursable expenses, or services provided by subcontractors. ' - Prior to negotiation for the scope of service, the selected consultant will be . required to provide the proposed total compensation, utilizing the rates shown in this proposal and detailing employee hours needed for each activity, estimated number of sheets required for drawings, amount proposed for surveys, geotechnical investigations, other specialty sub-consultant costs, and all other costs associated with the project. A fee of $10,000 or more must be approved by the City Commission. E. ]PROI'OSA.L YS PdO'i' A BII): This request for proposals/qualifications is not to be considered a BID. The City of Atlantic Beach will evaluate proposals based on the criteria set forth in this RFP. Fee schedules are requested as part of the RFP package. However, the City reserves the right, at its sole discretion, to exclude the fee schedules from the evaluation ' process. The evaluation process will consider all other requested criteria to determine which fum(s) are the most highly qualified to perform the required services. 4 AGENDA ITEM #SC JANUARY 10, 2005 ~'ity of At`landic Benda • November 4, 2004 - 5. INDIEIO~iNIFICATION I~EQ-I3II~NLENT: 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 beheld 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 aze a result of the City's own negligence. S. INS'i3~AP~tO~ ~~~~E1~NTS: The consultant shall procure and maintain during the ' ' term of the contract, insurance of the types and in the minimum amounts stated below. Covers@es ~cbed~nle l ~iniar~aasns , • A. d'~orkers' Compemsatioaa Flornda $100,000 -each accident Statutory Coverage and Employer's $100,000 -each employee ` ' Liability (including Appropriate $500,000 -policy Iimit for disease , . Federal Acts) B. Coaxiprehensi~ve General Liabiii7y $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 C. Prodaacts - ~Coaaapleted Operations $1,000,000 -aggregate • D. $aasi~ess Aaato Liability Same as Comprehensive Genera! Liability . (All autos -owned, hired or used • E. Professional Liability Same as Comprehensive General Liability F. L~tcess or Umbrella 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 5 AGENDA ITEM #8C JANUARY 10, 2005 City ofAtlantic ~erach November 4, 2004 shall be furnished to the City's construction project manager. The certificates shall provide that 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 assured." 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. 7. ?.1'Pi'3-C~~L~J5I01'i F~~~7dI~1~I41'p: 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 iz~uence or gain the support of any member of the City Commission or City Staff against the interest of any prospective proposer. Any such activi#ies shall result in the exclusion of the prospective proposer from consideration by the City. ~. ~'~~,~C ;~1`1~'~'3'~1 ~C~1~5 ~Q~;.J~~M~1~TT: A person or affiliate who has been placed on the convicted vendor list following a conviction far 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 ~vorl:, may not submit bids on leases of real property to a public entity, and may not transact business with any pdolic entity in excess of the threshold amount provided in ` " 5ECTIJN 237.017, for CATEGaRY TWC for a period of 36 months from the date of being placed on the convicted vendor list. 6 'v w= ~~ m ~ b ~ cn °~ < ?+ m ~ v to ;; . . , ~ ~° ~ a m ~ a m ~' :, .. ~~~ ~°''`'~ n ~ . 0 ~ ~ b ~ o ~ ~ 5'- .." 0.~.. ~ ~ 3 ~ '3~i'.~: RU ~ ~ ~° ~ a -, ~,:.~. .. w O S O S ~ ~ N ~~ N ((Q//11 ' ~ N 0 N 0 N 0 N 0 N 0 N 0 ~i ~ • ~ '''` >,,. m -,.:,• ,4 yc ~' 'II;" O'. 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