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Exh 8AAGENDA ITEM #8A JULY 28, 2003. STAFF REPORT City of Atlantic Beach Commission Meeting AGENDA ITEM: Request for Proposals No. 0203-6 Professional Architectural Services for the renovation of City Hall DATE: July 2l, 2003 BACKI2OUND: The city wishes to design added area to the City Hall building to relieve over crowding in the building. The required addifional azea will be approximately 1200 square feet. The advertised RFP had nine architectural firms reply. The review of the firms was completed by a staff committee made up of Building Official Don Ford, Public Works Director Bob Kosoy, and Finance Director Nelson VanLiere. The staff used a matrix made of the 8 items listed in the RFP's. Each item had an assigned value and each firm was rated according to the information submitted. All of the nine fircnsparticipating were capable of completing the project and a summary of the staff rankings is attached. BUDGET: To be decided in FY 2004 budget. RECOMMENDATION: The staff suggest using PQFI Architects for this project. PQH has committed 158 hours per week of support staff for this project and has lower specific hourly rates for the various positions requested in the RFP. - ATTACHMENTS: Copy of RFP, Summary. of Staff rankings. REVIEWED BY CITY MANAGER: ._. AGENDA ITEM #8A JULY 28, 2003 RENOVATION OF CITY HALL RFP NO. 0203-6 ARCHITECTS BOB NELSON DON TOTALS 1. Akel, Lo an, Shafer 76 8fi 85 246 2. Architectural Desi n Associates, tnc. 79 85 81 245 3. CRG Architects Planners, Inc. 74 82 81 237 4. Fleet & Associates, tnc: 82 95 90 267 5. Gresham Smith and Partners 76 85 82 243 6. Junck & Walker, Inc. 82 80 76 238 7. PQH Architects 87 95 85 267 8. Parks Three/Architecture, Inc. 67 ?0 69 206 9. Via Conce ts, LLC 84 90 90 264 Tie breaker between PQH and Fleet & Assoaates was determined by the number of weekly hours committed to the project by PQH and the specific. hourly rates submitted by PQH is consistant with the RFP. AGENDA ITEM #8A JULY 28, 2003 Ciry of Atlantic Beach May 27, 2003 REQUEST FOR PROPOSALS N0.0203-b PROFESSIONAL ARCHITECTURAL SERVICES FOR THE RENOVATION OF CITY BALL CITY OF ATLANTIC BEACH, FLORIDA The City of Atlantic Beach is seeking proposals and submittal of qualifications from azchitectural firms interested in providing professional services for the renovation ofthe Atlantic Beach City Hall. Proposals must be submitted in trialicate by 4.30 n m Tuesday, Jnne 24, 2003 and addressed to: Mr. Don Ford, Building Official 800 Seminole Road Atlantic Beach, FL 32233 (904)247-5800 dford ~ci atlantic-beach.fl.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. INFORivIATION: A. Owner: City of Atlantic Beach B. Manager: Building Department 2. PROJECT SCOPE: This project will include both an expansion of the City Hall building located at 800 Seminole Road in Atlantic Beach and substantial remodeling of the existing structure. We anticipate a need. for approximately 1,200 squaze feet in new space from an expansion. The existing City Hall building contains 6,400 squaze feet. The project will include the addition of several new offices, remodeling of the lobby azea, expansion or relocation of a conference room and possibly the addition of adrive-tbru payment window and reconfiguration of the adjacent pazking lot . 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 complete by September 1, 2003 so as to be available for City Commission consideration during FY 2004 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. We anticipate this work to begin on or after October 1, 2003. The new addition shall have an azchitectural style that is consistent. with the original City Hall building. AGENDA ITEM #SA JULY 28, 2003 City of Atlantic Beach May 27, 2003 3. CITY 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 azchitect(s) accepts the responsibility for verifying the accuracy of any information furnished and ultimately incorporated into their response. If any inaccuracies are noted, the azchitect shall notify the Building Officer in writing. A. Plans of the existing structure 4. ARCHITECT(S) R'RITTEN PROPOSAL REQUIItEMENTS AND SELECTION PROCESS: A. SELECTION PROCESS: 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 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 awazds to the azchitect 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 ~f 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 crherion has been assigned a percentage value that weighs the criterion's significance to the project as shown below. C. 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. Be concise and to the point Provide adequate information on each criterion below Provide the ranking criteria information below in the order shown AGENDA I'PEM #8A JULY 28, 2003 City of Atlantic Beach May 27, 2003 D. RANKING CRITERIA: (1) Architect's Professional Qualifications [20%]: 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 accomplishments (20%]: A list with brief descriptions of completed projects similar to the City project under consideration. Provide a reference list of public sector entities within the state of Florida for which similaz services have been provided. Include owners' contact person, FAX number and telephone number, and type ofprojects completed. (3) :Staff Availability and Capability to Meet Deadlines. [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 [15%]: Describe the architect's specific proposed approach to the completion of the project. (5) Financial Responsibility and Insurance [10%j: The form of business ofthe prime consultant, i.e., proprietorship, partnership, corporation; yeazs in business; changes in ownership; bank reference; and any other information the applicant'may wishto supply to verify financial responsibility. Include current certificate of insurance. (~ Cost Estimating [IO%]: Frovide evidence of the ability to accurately estimate the cost of construction projects designed by the azchitect. 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 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 wil&be important in servicing the Ciry'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. AGEVDA ITEM #8A JULY 28, 2003 City of Atlantic Beach May 27, 2003 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 term of the contract. - Listthe proposed overhead rates in use by the firm. In no case will the City pay a total overhead rate that exceeds 1.50 percent of direct labor. - Profit rate shall be applied only to direct labor plus associated overhead and shall not exceed 10 percern. No mazk-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 surveysS- geotechnical investigations, other specialty sub-consultant costs, and afl otfier 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 wdl 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 firm(s) aze the most highly qualified to perform the required services.. 4 AGENDA ITEM #8A NLY 28, 2003 City of Atlantic Beach. May 27, 2003 5. INDEMNIFICATION REQUIREMENT: The City shall require the following or sirnilaz indemnification pazagraphs to be made part ofthe contract(s) as entered into with the successfulproposer(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 aze 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 ofperformance of the agreement or contract, unless such claims aze a result of the City's own negligence. 6. 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. CoveraEes A. Workers' Compensation Florida Statutory Coverage and Employer's Liability (incZudingAppropriate Federal Acts) Schedule Minimums $100,000 -each accident $100,000 -each employee $500,000 -policy limit for disease B. Comprehensive General Liability C. Products -Completed Operations D. Business Auto Liability (All autos -owned, hired or used) E. Professional Liability F. Excess or Umbrella Liabi&ty $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 Same as Comprehensive Genezal 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 ;n~,~.~nce AGENDA ITEM #8A JULY 28, 2003 City of Atlantic Beach May 27, 2003 shall be fiunished 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 (1 ~) 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. 7. 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 of gain the support of any member ofthe 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. 8. PUBLIGENTITY CRIMES REQUII2EMENT: 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 br 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.