Exh 8CAGENDA ITEM #8C
AUGUST 27, 2001
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM:
Continuing Contract for Professional Engineering Services
SUBMITTED BY; Robert S. Kosoy, P.E., Director of Public Works
Donna Kaluzniak, CEP, Utility Director
DATE: August 20, 2001
BACKGROUND: In order to expedite small to intermediate engineering and construction
projects, staff advertised Requests for Proposals for a continuing contract with up to three
engineering firms. It is in the City's best interest to, have three engineering firms in order that
multiple projects can be completed expeditiously, and to take advantage of a particular firm's
ability to complete a specific size and type of project.
These will be nonexclusive contracts for a period of three years, renewable for an additional two
yeazs, to provide engineering for stormwater, roadway, water, wastewater or other public works
or utility projects. The continuing contract will be used for projects with an estimated
construction cost of $300,000 or less. Design fees under these contracts will not exceed $30,000,
and any project design greater than $10,000 will require City Commission approval.
Proposals from the following nineteen firms received on July 9, 2001:
Aikenhead & Odom
Applied Technology & Management
Camp, Dresser & McKee
Connelly & Wicker
CGI Consulting Engineers
Edwards Engineering
Eisman & Russo
GAI Consultants
Gannett Fleming
Gee & Jenson
Hartman & Associates
Jones Edmunds & Associates
J. Lucas & Associates
North Beach Engineering
Pitman-Hartenstein
Prosser Hallock
Reynolds, Smith & Hills
Taylor Engineering
Waitz & Moye
Staffreviewed the. proposals and ranked the firms on the following criteria: Past record of
professional accomplishments; firms professional qualifications and project team; staffavailability
and capability to meet deadlines; financial responsibility and insurance; cost estimating; contract
administration; proximity; and fee schedules.
AGENDA ITEM #8C
AUGUST 27, 2001
After review, staff checked references and interviewed the following five top ranked firms:
Aikenhead & Odom
Camp, Dresser & McKee
Edwazds Engineering
Prosser Hallock
Waitz and Moye
After completing the reference checks and interviews, staff has ranked the following three Srms as
those recommended for the continuing contracts:
Aikenhead & Odom
Edwazds Engineering
Waitz &Moye
BUDGET: .Funds for the current fiscal yeaz were budgeted under the Sewer Utility fund in the
amount of $50,000, and will be budgeted in future yeazs for specific projects under their
designated accounts.
RECOMMENDATION: Award continuing engineering contracts to Aikenhead & Odom,
Edwards Engineering, and Waitz &Moye, and authorize the City Manager to sign the contracts.
ATTACHMENTS: 1. Request for Proposal dated June 11, 2001.
REVIEWED BY CTTY MANAGER: ~, _ ~.
AGENDA ITEM #8C
AUGUST 27, 2001
City of Atlantic Beach
June 21, 2001
REQUEST FOR PROPOSAL /QUALIFICATIONS (RFP)
CITY OF ATLANTIC BEACH
The City of Atlantic Beach is seeking letters of interest and subnuttal of qualifications from
engineering firms interested in providing professional services support for the development,
design, and overview of small to intermediate Public Works and Public Utilities related projects
and programs. The goal of this RFP is to award up to three simultaneous continuing contracts to
three separate engineering fmns to provide these professional services. These will be
nonexclusive, continuing contracts for a period of three (3) years, renewable for an additional two
(2) years at the discretion of the City, subject to mutual agreement. Fee will be negotiated and
purchase order will be issued for each requirement scope assigned under these continuing
contract(s).
Proposals must be submitted in triplicate by 4:30 n.m.. Monday, July 9.2001 and addressed
to:
Mr. Robert S. Kosoy, P.E., Director of Public Works
1200 Sandpiper Lane
Atlantic Beach, FL 32233
904-247-5834
All questions concerning the submittal of proposals must be addressed to Robert S. Kosoy, P.E.,
Director of Public Works or Donna Kaluzniak, CEP, Utility Director. No questions may be
directed to any other party.
I. INFORMATION:
A. Owner: City of Atlantic Beach
B. Managers: Department of Public Works
Department of Public Utilities
2. PROJECT SCOPE: The objective of this RFP is to award up to three simultaneous
continuing contracts, to three separate engineering firms, to provide engineering and other
professional services required to accomplish stormwater, roadway, water, wastewater,
reclaimed water, site investigations and other public works or public utilities related projects
on a continuing basis for any department within the City. Service requirements include:
A. Engineering and other professional services relating to contractual construction and City
executed construction projects, where the total estimated construction cost is not to
AGENDA ITEM #8C
AUGUST 27, 2001
City of Atlantic Beach
June 11, 2001
exceed $300,000, and the total design fee is not to exceed $30,000. The consultant
services will result in:
1) Final design, including all sub-consultant work, construction cost
estimates, bidding and construction documents (including permits) for
implementing projects.
2) If elected by the City, contract administration during the construction
phase. Such services may include resident inspection, shop drawing
approvals, field surveys, as-built drawings, warranty inspections or other
services needed during and after construction.
Services for the two parts listed above shall require separate fee negotiations.
B. Professional services for the completion of preliminary and feasibility investigations, cost
or rate studies, peer review, value engineering, economic compazisons, regulatory
permitting or report preparation, and capital improvement planning activities resulting in
reports and technical documents.
C. Technical advisory services for the review of construction design plans, reports, and
technical documents submitted to and prepared by the City. Detailed quantity surveys of
material and labor for construction projects. Response to field and engineering
questions and issues.
D. Grant assistance for public works or public utilities projects.
E. Modeling, mapping and GIS data conversion. Conversion of As-Built drawings to
electronic format.
F. Presentations as applicable for City Commission meetings or Public Hearings.
3. TERM:
A. The contract(s) shall be in effect for a period of three (3) calendaz yeazs. The services
outlined will commence immediately after completion of negotiation and awazd of
contract(s) and extend for thirty-six (36) months from the date of award.
AGENDA ITEM #8C
AUGUST 27, 2001
City of Atlantic Beach
June 11.2001
B. The City reserves the right to extend the contract(s) for an additional two (2) year term,
subject to the mutual agreement between the City and the consultant(s).
4. NONEXCLUSIVE: Notwithstanding the continuing contract(s) resulting from this 12FP, the
City reserves the right to follow its normal purchasing procedures at any time to procure the
services identified herein from other consultants.
5. MINIMUM REQUIItEMENTS OF CONSULTANT(S):
A. Current Florida registration as a Professional Engineer.
B. A local office (Duval County) in which the work will be done.
C. Local staff with the capability of performing the required planning, design, analysis,
estimating, permitting, development of technical and bid documents, and plan reviews of
all phases of drainage, stormwater management, water, sewer, and roadways.
D. Demonstrated capability, past experience and expertise in professional services related to
all phases of public works and public utilities related projects, including, but not limited
to, water, sewer, paving, drainage, roadways and traffic engineering, construction
engineering inspection and administration, plan review, development oftechnical
documents on as-needed basis.
E. Firm must have minimum 5 years local experience in their azea(s) of expertise.
6. SCHEDULES:
A. Assignment of Consultant(s): It is the City's intention to assign requirements in a
reasonable manner with the consultant(s) having the continuing contracts which result
from this 1tFP. Notwithstanding, the City reserves the right of sole discretion on
assignment of each requirement /project, subject solely to the best interests of the City.
B. Budgetary: Consultant fees will be negotiated for each requirement via a scope of
services from Public Works or Public Utilities and a written proposal from the assigned
consultant. Consultant fees under the continuing contract may not exceed $30,000 for
any single project. The City Conunission must approve consultant fees in excess of
$10,000 for any single project.
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AUGUST 27, 2001
City of Atlantic Beach
June 11, 2001
C. Time:
1) It is desirable for the consultants providing services for construction, reports, bid,
and technical documents to begin work within 21 days of issuance of the notice to
proceed. An actual production schedule will be established during negotiation with
the consultant.
2) Consultant(s) providing technical advisory services for submittals and issues that aze
.limited in scope will provide an oral review within three working days and when
necessary a written review within five working days.
3) Consultant(s) providing technical advisory services for submittals and issues that are
complex in scope will provide a written review within a time period to be determined.
by the Public Works Director or Utility Director in conjunction with the consultant.
7. CITY REPRESENTATIVES:
A. Designated Representatives - Public Works Director
Utility Duector
B. Project Manager - As designated for individual projects
C. Technical Contacts - Public Works or Public Utilities Division Director(s)
and/or other
City Department Heads/Division Supervisors
s. CITY DOCUMENTS: During preparations of a response to this RFP, the following material
is available in vazious offices of the City for review by prospective consultant(s). The
consultant(s) accept the responsibility for the accuracy of any information fiunished and
ultimately incorporated into their response.
A. The City's Comprehensive Plan.
B. Public Works and Public Utilities related master plans, capital outlay plans, and permits.
9. FEE SUBMITTAL(S): Interested consultants aze required to submit a quotation of proposed
rates, fees, oYChazges and other detailed cost proposals or cost breakdowns,. which shall be
utilized in fee negotiations during-the 3-year term ofthe contract. These rates shall remain
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AUGUST 27, 2001
City of Atlantic Beach
June 11, 2001
stable during the 3-year term of the contract.
10. CONSULTANT(S) WRITTEN PROPOSAL REQUIREMENTS 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(s) whose proposal(s) 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 five (5). In addition, each criterion has
been assigned a scaled value that weights the criterion's significance to the continuing
contract. The scaled value is scaled one (1) through five (5) and will be multiplied by
the ranking of each criterion to quantify that criterion. The scaled value is denoted in
brackets [ ]following each criterion's title. The sum of the scores derived from this
multiplication process will be used as an aid in selecting the consultant(s).
Not more than three (3) consultant firms will be selected to be awarded continuing
contracts to provide the nonexclusive professional services in this RFP.
C. WRITTEN PROPOSAL /QUALIFICATIONS PACKAGE REQUIREMENT: Respondents
are to adhere to the requirements shown below. Failure to do so may result in rejection
ofproposal asnon-responsive.
- Be concise and to the point.
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AUGUST 27, 2001
City of Atlantic Beach
June 11, 2001
- Provide adequate information on each criterion below.
- Provide the ranking criteria information below in the order shown.
D. RANHING CRITERIA:
1) Past record of professional accomplishments [4j: A list plus brief description of
completed projects. similar to City projects 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.
2) Firm's Professional Qualifications and Project Team[4j: 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 City projects 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 approval of the Director of Public
Works or the Utility Director.
3) Staff Availability and Capability to Meet Deadlines [5]: 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) Financial Responsibility and Insurance[2]: The form of business of the prime
consultant, i.e., proprietorship, partnership, corporation; yeazs 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 for
the firm. and current certificate of insurance.
5) Cost Estimating [3[: 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.
AGENDA ITEM #8C
AUGUST 27, 2001
City of Atlantic Beach
June 11, 2001
6) Contract Administration [3]: The ability to observe and advise whether plans and
specifications are being complied with, where applicable. The experience of firm
and assigned personnel in observing and monitoring construction projects and or
reviewing shop drawings and other construction phase services.
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 continuing contract. 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 approval
of the City's project manager.
8) Cost [2]: 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.
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City of Atlantic Beach
June 11.2001
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 cuaent 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 140 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 scope of service, the selected
consultant(s) will be required to provide the proposed total compensation,
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 for any one
project 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 aze 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) aze the most highly qualified to perform the required
services.
I1. INDEMNIFICATION REQUII2EMENT: The City shall require the following or similar
indemnification paragraphs to be made part of the 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 therefrom arising
out of performance of the agreement or contract, unless such claims aze a result of the
City's own negligence.
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AUGUST 27, 2001
City of Atlantic Beach
June 11, 2001
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 aze a result of the City's own negligence.
12. INSURANCE REQUIREMENTS: The consultant(s) shall procure and maintain during the
term of the continuing contract, insurance of the types and in the m;n;:num amounts stated
below.
L'OVeraECS.
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 $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. Products -Completed Operations $1,000,000 -aggregate
D. Business Auto Liability Same as Comprehensive General Liability
(All autos -owned, hired or used)
E. Professional Liability Same as Comprehensive General Liability
F. Excess 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
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
AGENDA ITEM #8C
AUGUST 27, 2001
City of Atlantic Beach
June 11, 2001
effective until fifteen (15) days after receipt of written notice by the City. All coverages
shall name the City as "additionaP 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.
13. 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,
14. PUBLIC ENTITY CRIMES REQUI1EMENT: A person or affiliate who has been placed on
the convicted vendor lisf 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.
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