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.