Exh 4BAGENDA ITEM #4B
MARCH 10, 2003
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Professional Services RFP No. 0203-3 for the design of an
approximately 6,000 square foot skate park facility
SUBMITTED BY: Timmy Johnson, Recreation Director
DATE: February 26, 2003
BACKGROiJND: Staffwas authorized to send out request for professional
services to design an approximately 6,000 square foot skate
park facility. Four proposals were received from the
following companies on Friday, February 14:
• Playmore
• Contract Connection
• Via Concepts
• Godard Design Associates
Staff evaluated and ranked the proposals and the three top
ranked firms are listed below. Via Concepts put together a
team comprised of skate park experts and the engineering
firm, McVeigh and Mangum Engineering, who has
designed many recreational facilities.
1. Via Concepts
2. Godard Design Associates
W. 3. Contract Connection
BUDGET: Funds for this project is budgeted in account number 131-
0000-572-63-00.
,_ RECOMMENDATION: Authorize staff to negotiate a contract for RFP No. 0203-3
for the design of an approximately 6,000 square foot skate
park facility with VIA Concepts. If a satisfactory price
cannot be agreed upon, authorize staff to negotiate with the
second most qualified firm, Godard Design Associates, Inc.
ATTACFIl~IENTS: Proposal Scoring Sheet
Request for Proposal No. 0203-3
~. REVIEWED BY CITY MANAGER:
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AGENDA ITEM #4B
MARCH 10, 2003
AGENDA ITEM #4B
MARCH 10, 2003
REQUEST FOR PROPOSALS NO. 0203-3
PROFESSIONAL SERVICES
OUTDOOR SKATE PARK FOR
CITY OF ATLANTIC BEACH
The City of Atlantic Beach is seeking proposals and submittal of qualifications from firms
interested in providing professional services for the design of an approximately 6,000 square foot
skate park facility.
Proposals must be submitted in triplicate by 4:30 p.m, February 14, 2003 and addressed to:
N1r. Timmy Johnson, Recreation Director
716 Ocean Blvd.
Atlantic Beach, FL 32233
904-247-5828
ohnson~a~,ci. atlantic-beach. fl. us
All questions concerning the submittal of proposals must be addressed to Timmy Johnson.
1. Information:
A. Owner : City of Atlantic Beach
B. Manager: Department of Pazks, Recreation and Beautification
2. Project Scope: The objective of this RFP is to award a contract to provide engineering
and other professional services required to accomplish the prepazation of the preliminary
design, detail design, and bidding and construction for an approximately 6000 square foot
skate park facility in Jack Russell Park.
A. Fee Submittal- Interested companies are required to submit a quotation of
proposed rates, or chazges, and a breakdown of any other related costs for each
phase of the project. (Preliminary Design, Detail Design, Bidding and
Construction.)
B. Estimate- Budget estimates for the anticipated cost of construction will be
furnished by the consultant at the completion point of the Preliminary Design
Phase to the City of Atlantic Beach. As a note to the consultant, this project may
be held between stages for fundraising.
C. Time schedule- The Consultant shall submit a schedule with their proposal for the
completion of each step (Preliminary Design, Detail Design, Bidding and
Construction) of the project. The Preliminary design phase should include time for
one meeting with the general public and one meeting with the City Commission.
The consultant shall allow two weeks review time for the City at each step.
AGENDA ITEM #4B
MARCH 10, 2003
D. Final Plans should be submitted to the City on 24" x 36" mylar.
E. "Record Drawings" and "As Builts" shall be furnished to the City on a standard
24" x 36 myIar.
F. Notice to Proceed; No work on this project shall be performed until a
contract/purchase order has been executed and a Notice to Proceed is issued which
specifically authorizes each phase of the Project.
3. CONSULTANT(S) WRITTEN PROPOSAL REQUIIZEMENTS AND SELECTION
PROCESS:
A. SELECTION PROCESS: Consultant 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 will 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 firm 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. METHOD OF RANKING: During the review of written responses, each criterion
below will be ranked on a scale of zero (0) through ten (10). In addition, each criterion
has been assigned a percentage value that weights the criterion's significance to the
project as shown below.
C. WRITTEN PROPOSAL /QUALIFICATIONS PACKAGE REQUII2EMENT:
Respondents are 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.
D. RANKING CRITERIA:
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AGENDA ITEM #4B
MARCH 10, 2003
1) Firm's Professional Qualifications and Project Team[20%]: List Consultant
team members and sub-contractor firms, including detailed resumes. Give brief
bullets on education, training and experience for project personnel. Team members
listed in the proposal must be available for work on the City's project during the
entire contract period. In the event a team member leaves the employ of the
consultant during the contract period, another team member with equal or better
experience and qualifications must be substituted, with the notification of the
Recreation Director.
2) Past record of professional accomplishments [25%]: A list plus brief description
of completed projects similar to the City project under consideration. Provide a
reference list of public and private 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 Availability and Capability to Meet Deadlines (15%]: Current and
projected workload for the project team 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: [10%] Describe the firm's specific proposed approach to
complete the project.
5) Financial Responsibility and Insurance[10%]: 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.
6) Cost Estimating [10%]: Provide evidence of the ability to accurately estimate the
cost of construction projects designed by the engineer. 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 [5%]: Location of the consultant's home office (corporate headquarters)
and location of the local office where the project(s) will be produced. 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.
AGENDA ITEM #4B
MARCH 10, 2003
In the event a team member is relocated, another team member with equal or
better experience and qualifications shall be substituted. Team members shall not
be transferred, relocated or reassigned while performing work on a specific City
project without prior notification of the City's project manager.
8) Cost [5%]: Quote rates, fees, or charges. Detail other cost proposals or cost
breakdown information.
a. Schedule of direct labor rates (without fringe benefits) for the following
categories of personnel to be used on this requirements contract.
Principal (Partner or Senior Officer)
Project Manager (Responsible Professional)
Design Engineer or Architect (Registered)
Designer or Technician (Non-registered)
Drafter
Field Inspector
Clerical (Typist, Word Processor, Printer, Assembly)
Other (Specify)
b. Proposed overhead rate on direct labor, profit rate, costs of printing, CAD
systems or other direct project costs.- .
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 term of the continuing 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 on each requirement for the scope of service, the selected
consultant(s) will be required to provide the proposed total compensation,
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AGENDA ITEM #4B
MARCH 10, 2003
utilizing the rates shown in this proposal and detailing employee hours needed
for each activity, 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. PROPOSAL IS NOT A BID: 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 proposals are requested as part of the RFP package.
However, the City reserves the right, at its sole discretion, to exclude the fee proposals
from the evaluation process. The evaluation process will consider all other requested
criteria to determine which firm(s) are the most highly qualified to perform the required
services.
4. 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 therefrom 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.
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.
5. 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.
6. PUBLIC ENTITY CRIMES REQUIREMENT: A person or affiliate who has been
placed on the convicted vendor list following a conviction for a public
AGENDA ITEM #4B
MARCH 10, 2003
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.
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