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HomeMy Public PortalAbout09-7429 RFP Planning and Zoning Consulting Services Sponsored by: City Manager RESOLUTION NO. 09-7429 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, ACCEPTING THE PROPOSAL FROM CALVIN, GIORDANO & ASSOCIATES, INC. IN RESPONSE TO RFP NO. 08-1208 - PLANNING AND ZONING CONSULTING SERVICES; FURTHER AUTHORIZING THE CITY MANAGER TO ENTER INTO AND EXECUTE AN AGREEMENT WITH CALVIN, GIORDANO & ASSOCIATES, INC., TO PROVIDE PLANNING AND ZONING CONSULTING SERVICES TO THE CITY OF OPA-LOCKA, IN A CONTRACT FORM ACCEPTABLE TO THE CITY ATTORNEY WHEREAS, on November 12, 2008, the City Commission of the City of Opa-locka ("City Commission") adopted Resolution 08-7383, authorizing the City Manager of the City of Opa-locka ("City") to issue a Request for Proposals (RFP) for Planning & Zoning Consulting Services; and WHEREAS, RFP No. 08-1208 requested proposals from qualified firms to assist City staff in a variety of planning and zoning activities, including but not limited to, the preparation, analysis and review of zoning amendments, comprehensive plan amendments, plan unit development applications and amendments, as well as rezoning applications, and WHEREAS, the RFP review committee evaluated the proposals submitted to the City in response to RFP No. 8-1208 and selected Calvin, Giordano & Associates, Inc. ("CGA") as the most responsive proposal for planning and zoning consulting services; and WHEREAS, the City Manager is recommending that the City Commission authorize the City Manager to enter into and execute an agreement with CGA for providing planning & zoning consulting services to the City, in a form acceptable to the City Attorney. NOW, THEREFORE, BE IT DULY RESOLVED BY THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA: Resolution No. 0 9—7 4 2 9 Section 1. The recitals to the preamble are hereby incorporated by reference. Section 2. The City Commission of the City of Opa-locka hereby accepts the proposal submitted by Calvin, Giordano & Associates, Inc., in response to RFP No. 08-1208 - Planning & Zoning Consulting Services. Section 3. The City Commission of the City of Opa-locka hereby authorizes the City Manager to enter into and execute an agreement with Calvin, Giordano & Associates, Inc., for providing planning & zoning consulting services to the City, in a contract form acceptable to the City Attorney. Section 4. The City Manager is hereby authorized to take all necessary and expedient action to effectuate the intent of this resolution. Section 5. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this 1 1 day of FEBRUARY , 2009. if " PH L. Nor LEY MAY`1 ' Attest: Approved as to form and legal sufficiency: II eborah S. '.y Burnadette Norris-Weeks City Cl City Attorney Moved by: TYDUS Seconded by: TAYLOR Commission Vote: 5-0 Commissioner Holmes: YES Commissioner Johnson: YES Commissioner Tydus: YES Vice-Mayor Taylor: YES Mayor Kelley: YES °�, L ,, 1.0 ( /'9 oil LUu. FE (,; ib. I S - ° °t " � •� CI CITY FtANACE : *,„ To: Joseph Kelley, Mayor Myra Taylor, Vice Mayor Dorothy Johnson, Commissioner Timothy Holmes, Commissioner Rose Tydus, Commissioner From: Bryan K. ie — City ■ a. .:er D : ebruary 2-, 009 RE: Planning & Zoning Consulting Services REQUEST: Authorize Management to enter into a contract with Calvin, Giordano & Associates, Inc. to perform planning and zoning consulting services for the City. DESCRIPTION: The City requested proposals seeking a qualified professional planning firm that could provide planning and zoning consulting services on an as-needed and on-going basis. The selected firm would be engaged in assisting City staff in the preparation and/or analysis and review of zoning amendments, comprehensive plan amendments, planned development applications or amendments, and rezoning applications. This could include planning studies, graphics, interfacing and research, and data gathering for planning activities. Proposals were received December 5, 2008. A review committee was established to evaluate and rate the proposals. Calvin, Giordano&Associates was determined to be the most responsive proposer. FINANCIAL IMPACT: This is a budgeted item for this fiscal year. IMPLEMENTATION TIME LINE: Once approved the company can start within 60 days. RECOMMENDATION(S): Staff recommends the City to enter into an agreement with Calvin, Giordano&Associates, Inc. ATTACHMENT(S): 1. Rating Summary 2.RFP No. 08 1208—Planning and Zoning Consulting Services 3. Resolution No. 08-7383 PREPARED BY: Octavien A. Spanner RFP #08-1205 PLANNING & ZONING CONSULTING SERVICES Abia Jenrette Ward Spanner Totals CALVIN Experience 29 20 30 28 107 Approach 23 15 25 22 85 Innovative 9 7 10 8 34 Requirements 9 10 10 10 39 Cost 12 12 12 12 48 LANGAN Experience 20 15 15 20 70 Approach 15 15 0 15 45 Innovative 5 6 0 5 16 Requirements 6 10 10 5 31 Cost 16 16 16 16 64 MELLGREN Experience 28 10 10 25 73 Approach 22 10 25 21 78 Innovative 8 5 0 6 19 Requirements 9 10 10 8 37 Cost 25 25 25 25 100 SUMMARY CALVIN LANGAN MELLGREN Experience 107 70 73 Approach 85 45 78 Innovative 34 16 19 Requirements 39 31 37 Cost 48 64 100 TOTAL 313 226 307 Sponsored by: City Manager RESOLUTION NO. 0 8-7 3 8 3 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, AUTHORIZING THE CITY MANAGER TO ISSUE A REQUEST FOR PROPOSALS (RFP) FOR PLANNING AND ZONING CONSULTING SERVICES WHEREAS,the City of Opa-locka("City")requires the services of a qualified professional firm to provide planning and zoning consulting services to the City's Community Development Department on an on-going basis; and WHEREAS, issuance of a Request for Proposal (RFP) would allow the City to consider bids for planning and zoning consulting services from prospective firms; and WHEREAS, the selected firm will assist City staff in a variety of planning and zoning activities,including but not limited to,the preparation, analysis and review of zoning amendments, comprehensive plan amendments,planned unit development applications or amendments as well as rezoning applications; and WHEREAS, the selected firm would also assist City staff with planning studies,graphics, interfacing, research and data gathering for planning activities; and WHEREAS,the City Commission of the City of Opa-locka("City Commission")desires to issue an RFP,or other competitive document,for planning and zoning consulting services on an on- going basis. NOW, THEREFORE,BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA: Section 1. The recitals to the preamble herein are incorporated by reference. Section 2. The City Commission of the City of Opa-locka hereby authorizes the City Resolution No. 0 8-7 3 8 Manager to issue a Request for Proposals (RFP), or other competitive document, for a qualified professional planning firm to provide planning and zoning consulting services to the City in a form acceptable to the City Attorney. Section 3. The City Manager is further authorized to take all necessary and expedient action to effectuate the intent of this Resolution. Section 4. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this12 day of NOVEMBER , 2008. JOSEPH L. KELLEY MAYO it Attest: ,; A.• oved as to form and legal sufficiency: /1 Deborah S. --by Burnadette Norris-Weeks City Clerk City Attorney Moved by: JOHNSON Seconded by: HOLMES Commissioner Vote: 4-0 Commissioner Tydus: YES Commissioner Holmes: y Vice Mayor Johnson: YES Mayor Kelley: YES CITY OF OPA-LOCKA rvoLOC44 V n..Y tit£ .+�: / `;;T''-•,CCcYf*+` :�t'eD "tI to f o RpaRt�i�� RFP NO: 08-1205 PLANNING AND ZONING CONSULTING SERVICES 1 * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *CITY OF OPA-LOCKA*780 FISHERMAN STREET *OPA-LOCKA*FLORIDA *33054* RFP 08-1205 Planning and Zoning Consulting Services CITY OF OPA-LOCKA - PLANNING AND ZONING CONSULTING SERVICES RFP NO. 08-1205 TABLE OF CONTENTS. Subject Page Number Cover 1 Table of Contents °��� ;' ' �� 2 Advertisement 3 Part I - Proposa Guidelines 4 Part II - Nat re of Services Required 8 Part Ill - Proposal Requirements 11 Part IV- Evaluation of Proposals 13 Proposer Qualifications 15 Subcontractor List 16 Drug-Free Certification 17 Sample Agreement 18 RFP 08-1205 Planning and Zoning Consulting Services 2 , O� \o, CITY OF OPA-LOCKA y��qa 9` Advertisement for Request for Proposals °RACE RFP NO. 08-1205 PLANNING AND ZONING CONSULTING SERVICES Proposals for PLANNING AND ZONING CONSULTING SERVICES will be received by the City of Opa-locka at the Office of the City Clerk, 780 Fisherman Street, 4th Floor, Opa-locka, Florida 33054, until 2:00 PM, Friday, December 5, 2008. Any proposals received after the designated closing time will be returned unopened. The purpose of this Request for Proposal is to seek assistance of a qualified professional planning firm to provide planning and zoning consulting services to the City of Opa-locka. An original and five (5) copies of the proposal shall be submitted in sealed envelopes/packages addressed to Deborah S. Irby, City Clerk, City of Opa-locka, Florida, and marked "RFP NO — 08-1205 — Planning and Zoning Consulting Services." Proposers desiring information for use in preparing proposals may obtain a set of such documents from the Clerk's Office, 780 Fisherman Street, 4th Floor, Opa-locka, Florida 33054, Telephone (305) 953-2800 or copies of the RFP requirements may also be obtained by visiting the City's website at www.opalockafl.gov, (click "RFP/BIDS" located on the right hand side of the screen and follow the instructions). The City reserves the right to accept or reject any and all proposals and to waive any technicalities or irregularities therein. The City further reserves the right to award the contract to that proposer whose proposal best complies with the RFP requirements. Proposers may not withdraw their proposal for a period of ninety (90) days from the date set for the opening thereof. Deborah S. Irby Deborah S. Irby City Clerk Dated: November 16, 2008 `3f i it-1 Published: The Miami Herald RFP 08-1205 Planning and Zoning Consulting Services 3 CITY OF OPA-LOCKA RFP NO 08-1205 PLANNING AND ZONING CONSULTING SERVICES PART PROPOSAL GUIDELINES 1. Introduction: The City of Opa-locka is requesting proposals from qualified professional planning firms to provide planning and zoning consulting services on an as-needed and on- going basis. The selected firm will be engaged in assisting City staff in the preparation and/or analysis and review of zoning amendments, comprehensive plan amendments, Planned Unit Development applications or amendments and rezoning applications. This could include planning studies, graphics, interfacing and research, and data gathering for planning activities. 2. Proposal Submission and Withdrawal: The City must receive all proposals by 2:00 P.M. on Friday, December 5, 2008. The proposals shall be submitted at the following address: CITY OF OPA-LOCKA Office of the City Clerk 780 Fisherman Street, 4th Floor Opa-locka, Florida 33054 To facilitate processing, please clearly rnails;th.e outside of the proposal package as follows: RFP NO 08-1205 — Planning and Zoning; Consulting Services. This package shall also include the Proposer's return address. Proposers may withdraw their proposals by notifying the City in writing at any time prior to the deadline for proposal submittal. After the deadline, the proposal will constitute an irrevocable offer, for a period of 90 days. Once opened, proposals become a record of the CITY and will not be returned to the Proposer. The City cautions proposers to assure actual delivery of mailed or hand-delivered proposals directly to the City Clerk's Office at 780 Fisherman Street, 4th Floor, Opa-locka, Florida 33054 prior >o the deadline set for receiving proposals. Telephone confirmation of timely receipt of the proposal may be made by calling (305) 953-2800 before proposal closing time. Any proposal received after the established deadline will not be considered and will be returned unopened to the Proposer(s). 3. Number of Copies: Proposers shall submit an original and five (5) copies of the proposal in a sealed, opaque package marked as noted above. The Proposer will be responsible for timely delivery, whether by personal delivery, US Mail or any other delivery medium. RFP 08-1205 Planning and Zoning Consulting Services 4 4. Development Costs: Neither the City nor its representatives shall be liable for any expenses incurred in connection with preparation of a response to this Request for Proposal. Proposers should prepare their proposals simply and economically, providing a straightforward and concise description of the Proposer's ability to meet the requirements of the RFP. 5. Inquiries: Interested Proposers may contact the City's Purchasing Officer regarding questions about the proposal by telephone at (305) 953-2868 x1307 or by facsimile at (305) 953-2900. The City Clerk will receive written requests for clarification concerning the meaning or interpretations of the RFP, until eight (8) days prior to the submittal date. City personnel are authorized only to direct the attention of prospective Proposers to various portions of the RFP so that they may read and interpret such for themselves. No employee of the City is authorized to interpret any portion of this RFP or give information as to the requirements of the RFP in addition to what is contained in the written RFP document. 6. Addendum: The City may record its. response sponse to inquiries and any supplemental instructions in the form of written addenda2' t e CITY may mail written addenda up to seven (7) calendar days before the date fixed for receiving the proposals. Proposers shall contact the City to ascertain whether any addenda have been issued. Failure to do so could result in an unresponsive proposal. Any oral explanation given before the RFP opening will not be binding. All Proposers are expected to carefully examine the proposal documents. Any ambiguities or inconsistencies should be brought to the attention of the City's Purchasing Agent through written communication prior to the opening of the proposals. 7. Contract Awards: The City anticipates entering into an Agreement with the Proposer who submits the proposal judged by the City to be most advantageous. The Proposer understands that this RFP does not constitute an offer or an Agreement with the Proposer. An offer or Agreement shall not be deemed to exist and is not binding until proposals are reviewed, accepted by appointed staff, the best proposal has been identified, approved by the appropriate level of authority within the City and executed by all parties. A sample Agreement is attached to this RFP. The City anticipates that the final Agreement will be in substantial conformance with this sample Agreement; nevertheless, Proposers are advised that any Agreement may t e_%utt,from. the RFP may deviate from the Sample Agreement. ,, , -; The City reserves the right to reject all proposals, to abandon the project and/or to solicit and re-advertise for other proposals. 8. Contractual Agreement: This RFP shall be included and incorporated in the final award. The order of contractual precedence will be the Contract or Agreement document, original Terms and Conditions, and Proposer response. Any and all legal action necessary to enforce the award will be held in Miami-Dade County and the contractual obligations will be interpreted according to the laws of Florida. Any additional contract or agreement requested for consideration by the Proposer must be attached and enclosed as part of the proposal. RFP 08-1205 Planning and Zoning Consulting Services 5 9. Selection Process: The proposals,will be evaluated and assigned points. The firm with the highest number of points will b9;`ranked first; however, nothing herein will prevent the City from assigning work to any firm deemed responsive and responsible. The City reserves the right to further negotiate any proposal, including price, with the highest rated Proposer. If an agreement cannot be reached with the highest rated Proposer, the City reserves the right to negotiate and recommend award to the next highest Proposer or subsequent Proposers until an agreement is reached. 10. Public Records: Upon award recommendation or ten (10) days after opening, whichever occurs first, proposals become "public records" and shall be subject to public disclosure consistent with Chapter 119 Florida Statutes. Proposers must invoke the exemptions to disclosure provided by law in the response to the RFP, and must identify the data or other materials to be protected, and must state the reasons why such exclusion from public disclosure is necessary. Document files may be examined, during normal working hours. 11. News Releases: The Proposer shall obtain the prior approval of the City Manager's Office of all news releases or other publicity pertaining to this RFP or the service, study or project to which it relates. 12. Insurance: The awarded Proposps r , sriall, maintain insurance coverage reflecting at least the minimum amounts and conditions,specified herein. In the event the Proposer is a governmental entity or a self-insured organization, different insurance requirements may apply. Misrepresentation of any material fact, whether intentional or not, regarding the Proposers' insurance coverage, policies or capabilities may be grounds for rejection of the proposal and rescission of any ensuing Agreement. 1. Evidence of General Liability coverage with limits not less than $1,000,000 per Occurrence/$2,000,000 Aggregate (Including Policy Number and Policy Period); 2. Evidence of Auto Liability coverage with limits not less than $1,000,000 per Occurrence/$1,000,000 Aggregate (Including Policy Number and Policy Period); 3. Evidence of Workers' Compensation coverage with statutory limits and Employer's Liability coverage with limits not less than $100,000 (Including Policy Number and Policy Period); 4.The City listed as an additional insured (this may be specifically limited to the specific job(s) the contractor will be performing); 5. Minimum 30-day written notice 9fcangellation. 13. Licenses: Proposers, both corporate and individual, must be fully licensed and certified in the State of Florida at the time of RFP submittal. The proposal of any Proposer who is not fully licensed and certified shall be rejected. RFP 08-1205 Planning and Zoning Consulting Services 14. Public Entity Crimes: Award will not be made to any person or affiliate identified on the Department of Management Services' "Convicted Vendor List". This list is defined as consisting of persons and affiliates who are disqualified from public contracting and purchasing process because they have been found guilty of a public entity crime. No public entity shall award any contract to, or transact any business in excess of the threshold amount provided in Section 287.017 Florida Statutes for Category Two (currently $25,000) with any person or affiliated on the "Convicted Vendor Li '.foajperiod of thirty-six (36) months from the date that person or affiliate was placed on the "Convicted Vendor List" unless that person or affiliate has been removed from the list. By signing and submitting the RFP proposal forms, Proposer attests that they have not been placed on the "Convicted Vendor List". 15. Code Of Ethics: If any Proposer violates or is a party to a violation of the code of ethics of the City of Opa-locka or the State of Florida with respect to this proposal, such Proposer may be disqualified from performing the work described in this proposal or from furnishing the goods or services for which the proposal is submitted and shall be further disqualified from submitting any future proposals for work, goods or services for the City of Opa-locka. 16. Drug-Free Workplace: Preference shall be given to businesses with Drug-Free Work Place (DFW) programs. Whenever two or more proposals which are equal with respect to price, quality, and service are received by the City for the procurement of commodities or contractual services, a proposal received from a business that completes the attached DFW form certifying that it is a DFW shall be given preference in the award process. G` _ RFP 08-1205 Planning and Zoning Consulting Services 7 PART II NATURE OF SERVICES REQUIRED 2-1 PURPOSE AND SCOPE OF WORK The purpose of this RFP is to seek the assistance of a qualified professional planning firm to provide planning and zoning consulting services on an on-going basis to the City. Upon City Commission authorization, the selected firm will be engaged in assisting City staff in the preparation and/or analysis and review of zoning amendments, comprehensive plan amendments, Planned Unit Development applications or amendments and rezoning applications. The City of Opa-locka was incorporated `1926 and is located in northwestern Miami-Dade County. The City has a combined area of 4.2 square miles and is comprised of 15,359 residents. The City of Opa-locka is home to the Opa-locka Executive Airport and is located in close proximity to the North Campus of Miami-Dade College, Florida Memorial University, and St. Thomas University which serve as major possibilities to encourage population growth and development within the area. The City is also in close proximity to Northwest Dade Industrial Area and shares a Flea Market with the City of Hialeah, both of which serve as centers of employment. The City is bounded by NW 151st to the North, NW 119th Street to the South, NW 17th Street to the East and NW 47t Avenue to the West. Once on NW 151st Street, the boundaries are actually joining in a star like manner traveling south then west moving along the following avenues: 17th Ave South, 135th Street West, 27th Ave South, 127th Street West; and 37th Ave South, traveling no further than 119th Street West. The path concludes the boundary with NW 47th Avenue and a series of canals to the west. The City desires to retain a firm possessing the research and analytical skills and disciplines to research, analyze, prepare and present technical planning and zoning studies on various City projects that may present themselves during the course of time. The selected consultant must be able to present accurate, relevant data and analysis in clear and concise graphic and written presentation form. The consult rjt`np st have the ability to make high impact power point presentations in front of the City Commission, Local Planning Agency, Planning and Zoning Boards and various neighborhood and civic groups. Respondents must demonstrate recent experience in successful completion of other planning and zoning studies or projects for other municipalities. The selected consultant must demonstrate proficiency in all aspects of municipal planning and zoning issues. Specific experience in maximizing citizen input and translating citizen concepts and desires into a clear and attractive design with a good graphic presentation is essential. The successful consulting firm must be able to maximize citizen input, synthesize stakeholder concepts and visually depict the collective community vision. The consultant is required to provide any and all professional planning, engineering and architectural services for the preparation of high quality conceptual designs and renderings of the physical elements of an assigned project. RFP 08-1205 Planning and Zoning Consulting Services 8 Types of services that may i . requiredtinclude4 • Preparing and submitting Comprehensive Plan and Zoning Amendments. • Preparing periodical studies and reports on complicated and technical planning and zoning issues for the City. This may include preparing and conducting neighborhood meetings on proposed Comprehensive Plan amendments and rezoning proposals. • Periodically reviewing and preparing reports on applications for zoning and PUD amendments, re-zonings, and comprehensive plan amendments. • Periodically make presentations to the Planning and Zoning Boards, Local Planning Agency and City Commission on proposed zoning amendments, PUD amendments, and re-zonings and Comprehensive Plan amendments. • Zoning reviews reviewing building permits for conformance to the City's Comprehensive Plan and Zoning Code. • Advise staff on State planning/land use related requirements and zoning issues. • Conducting charrettes and oths k b'> ii rbniity planning activities. • Provide expert advice on land use planning matters to the Commissioners, to the public, senior management and staff. 2-2 QUALIFICATIONS Proposals will be considered from qualified firms whose experience includes successful work in municipal government planning and zoning and private sector work. Factors to be considered are: 1. Staff size and annual contract volume. 2. Relevant planning, zoning and/or architectural experience for other municipalities. 3. Past clients with similar consulting work as identified herein. 4. Resumes of key personnel who will actually be assigned to the City and describing their roles. 5. Any award and/or publications in the planning and zoning profession. 6. Skills in the use of GIS in land use planning. 7. Knowledge of various method s;-a dpa: proaches for developing shared visions for land and resource management involving multiple stakeholders. 8. Have a minimum of five (5) years practical experience in developing land and resource management plans. 9. Any other information the firm feels is relevant to evaluating their qualifications. 2-2 STANDARDS TO BE FOLLOWED The generally accepted planning principles and practices as established by the American Institute of Certified Planners shall be followed. RFP 08-1205 Planning and Zoning Consulting Services 9 2-3 REPORTS TO BE ISSUED Zoning Staff reports and various other required reports and studies as needed. 2-4 CITY CONTRACT COORDINATOR The City's Contract Coordinator for'# e%eivices will be Octavien Spanner, Director of Community Development and Planning.' ry Spanner can be contacted at (305) 953-2868, Option 5. After the Notice to Proceed/Purchase Order is issued, all communications and correspondence shall be directed to Mr. Spanner, Community Development and Planning Department, 780 Fisherman Street, 4th Floor, Opa-locka, FL with copies of the correspondence to the Purchasing Division and the City Manager at 780 Fisherman Street, 4th Floor, Opa- locka, FL 33054. 2-5 TERM OF CONTRACT The term of the contract is anticipated to be two (2) fiscal years with a one (1) year renewable clause, subject to negotiation of terms with the contractor and the concurrence of the City of Opa-locka City Commission and availability of annual appropriation. RFP 08-1205 Planning and Zoning Consulting Services 10 PART III PROPOSAL REQUIREMENTS 3-1 RULES FOR PROPOSALS In order to maintain comparability and enhance the review process, proposals shall be organized in the manner specified below and include all information required herein. The proposal must name all persons or entities interested in the proposal as principals. The proposal must declare that it is made without collusion with any other person or entity submitting a proposal pursuant to this RFP. 3-2 SUBMISSION OF PROPOSALS The proposal shall be submitted on 8 1/2"x' 11" paper, portrait orientation, with headings and sections numbered appropriately. Ensure that all information is written legibly or typed. The following should be submitted for a proposing firm to be considered: 1. An original copy (so marked) of the proposal and four (4) copies must be sealed in one package and clearly labeled "RFP 08-1205 — Request for Proposal for Planning and Zoning Consulting Services" on the outside of the package. 2. Title Page showing the request for proposal number, subject, the firm's name, the contact person's name, address and telephone number and the date of the proposal. 3. Table of Contents should include a clear and complete identification of the materials submitted by section and page number. 4. Transmittal Letter summarizing in a brief and concise manner the Proposer's understanding of the work to be performed, the commitment to perform the work within the anticipated time period, a statement why the firm believes itself to be best qualified to perform the engagement, and a statement that the proposal remains in effect for ninety (90) days. An authorized agent of the Proposer must sign the Letter of Transmittal indicating the agent's title or authority. 5. Experience and qualifications of the firm with the name, address, telephone number, licenses and certifications of,th9 principals of the proposing firm, number of years the firm has been in business, and five.similar government entities (specify name of entity, contact person, address and phone number), for whom your firm has provided services within the last five years including a brief description of the project, and contract award amount. The City may contact these references. 6. Detailed Proposal with all the required information and signatures as specified, including a work plan, schedule and any additional information relevant to the scope of work. The detailed proposal should follow the order set forth in this Request for Proposal. 7. Executed copy of Drug Free Workplace Form attached to this Request for Proposal. 8. Statement acknowledging receipt of each addendum issued by the City. 9. Proposal must be signed by an officer or employee having authority to legally bind the Proposer. RFP 08-1205 Planning and Zoning Consulting Services 1 1 .i iive :Si,l.1hr'' 3-4 TECHNICAL PROPOSAL The purpose of the technical proposal is to demonstrate the qualifications, competence, and capacity and methodology of the firms seeking to provide the services in conformity with the requirements of this Request for Proposal. As such the substance of proposals will carry more weight than their form or manner of presentation. The technical proposal should demonstrate the combined qualifications of the firm and of the particular staff to be assigned to this engagement. It should also specify an approach that will meet the Request for Proposal requirements. The technical proposal should address all of the points outlined in the Request for Proposal. The proposal should be prepared simply and economically, providing a straightforward, concise description of the Proposer's capabilities to satisfy the requirements of the Request for Proposal. While additional data may be presented, the following subjects must be included — Licenses, Firm Qualifications and Experience, Staff Qualifications and Experience, Similar Projects with Other Government Entities, Specific Approach, and Proof of Insurance. RFP 08-1205 Planning and Zoning Consulting Services 12 PART IV EVALUATION OF PROPOSALS 4-1 SELECTION COMMITTEE A Selection Committee, consisting of City personnel, will convene, review and discuss all proposals submitted. The Purchasing Officer will chair the committee. The Selection Committee will use a point formula during the review process to score proposals and assign points in the evaluation process in accordance with the evaluation criteria. The Proposer shall satisfy and explicitly respond to all the requirements of the RFP including a detailed explanation of how the services shall be performed. 4-2 EVALUATION CRITERIA The Selection Committee will evaluate all responsive written proposals to determine which proposals best meet the needs of the City, based on the evaluation criteria. The criteria that will be used to evaluate the proposals are: 1. Meets the General Requirements and Technical Specifications: • Provision of services and support • Feasibility and capability to meet the City's current and long term requirements. 2. Proposer Experience and Past Performance • Established business • References within the pa'st'1 tyears When assessing the Proposers'past performance, the City may contact other sources of information including, but not limited to Federal, Sate, and local Government Agencies, published media, and electronic databases. The Proposer shall verify that reference points of contact, telephone, and facsimile numbers are valid. 3. Approach to the Services to be provided 4. Innovative Concepts and Recommendations 4-3 ORAL PRESENTATIONS Proposers may be required to make individual presentations to the City Selection Committee in order to clarify their proposals. Only those firms with the highest rated scores in accordance with the stated criteria and their weights will be invited to give oral presentations. However, the City has the right to accept the best proposal as submitted, without discussion or negotiation. RFP 08-1205 Planning and Zoning Consulting Services 13 If the City determines that such presentations are needed, a time and place will be scheduled for oral presentations. Each Proposer shall be prepared to discuss and substantiate any of the areas of the proposal submitted, and its qualifications to perform the specified services. During the oral presentations, the Proposers should relate their discussion to the evaluation criteria, which will include (but not be limited to) their approach to the project. The proposed Project Manager must be in attendance. The Evaluation Criteria may be changed for the oral presentations evaluation phase. References and site visits (if completed) shall be included in the final evaluation criteria, along with other criteria and weights as determined by the Selection Committee. Finalists will be informed as to the revised criteria, if any,_ptiar''to their oral presentation. Additionally, prior to award of an Agreement pursuant to this RFP, the City may require Proposers to submit such additional information bearing upon the Proposer's ability to perform the services in the Agreement as the City deems appropriate. 4-4 FINAL SELECTION The City of Opa-locka will select the firm that meets the best interests of the City. The City shall be the sole judge of its own best interests, the proposals, and the resulting negotiated agreement. The City's decisions will be final. Following the notification of the selected firm, it is expected that an Agreement will be executed between both parties. City staff will recommend award to the responsible Proposer whose Proposal is determined to provide overall best value to the City, considering the evaluation factors in this RFP. 4-5 AWARD AND CONTRACT EXECUTION After review by the Selection Committee of the proposals and oral presentations a recommendation will be made to the,Qityr,Manager for submission to the City Commission for final approval. , or '; Upon Commission authorization, contract negotiations will be initiated with the first ranked firm. If those negotiations are unsuccessful, the City will formally terminate negotiations with the first ranked firm and will commence contract negotiations with the next ranked firm, etc. Upon successful contract negotiations with the prevailing firm, the remaining firms will be notified that the process has been completed and that they were not selected. It is expected that a contract will be negotiated within sixty (60) days of Commission approval. 4-6 INNOVATIVE CONCEPTS AND RECOMMENDATIONS Any innovative concepts and recommendations for expansion of services or to enhance the quality of services to the City that the Proposer considers pertinent for consideration should be included in the proposal. RFP 08-1205 Planning and Zoning Consulting Services• tock< RFP NO. 08-1205 eilk.440 PLANNING AND ZONING CONSULTING SERVIES PROPOSER QUALIFICATIONS The Proposer, as a result of this proposal, MUST hold a County and/or Municipal Contractor's Occupational License in the area of their fixed business location. The following information MUST be completed and submitted with the proposal to be considered: 1. Legal Name and Address: Name: Address: City, State, Zip: Phone/Fax: 2. Check One Corporation () Partnership O Individual ( ) 3. If Corporation, state: Date of Incorporation: State in which Incorporated: 4. If an out-of-state Corporation, currently authorized to do business in Florida, give date of such authorization: 5. Name and Title of Principal Officers Date Elected: 6. The length of time in business: years 7. The length of time(continuous) in business as a service organization in Florida: years 8. Provide a list of at least five commercial or government references that the bidder has supplied service/commodities meeting the re,quiT cnpnts:of the City of Opa-locka specification, during the last twenty-four months. 9. A copy of County and/or Municipal Occupational License(s) Note: Information requested herein and submitted by the proposers will be analyzed by the City of Opa-lokca and will be a factor considered in awarding any resulting contract. The purpose is to insure that the Contractors, in the sole opinion of the City of Opa-locka, can sufficiently and efficiently perform all the required services in a timely and satisfactory manner as will be required by the subject contract. If there are any terms and/or conditions that are in conflict, the most stringent requirement shall apply. RFP 08-1205 Planning and Zoning Consulting Services 15 CITY OF OPA-LOCKA aeo,o�k< LIST OF PROPOSED SUBCONTRACTORS RFP No. 08-1205 The undersigned Proposer hereby designates, as follows, all major subcontractors proposed to be utilized for the major areas of work for the project. The Proposer is further notified that all subcontractors shall be properly licensed, bondable and shall be required to furnish the City with a Certificate of Insurance in accordance with the contract general conditions. Failure to furnish this information shall be grounds for rejection of the proposal. Of no subcontractors are proposed, state "None"on first line below.) Name and Address of Subcontractor Scope of Work License# 1. Name and Address of Subcontractor Scope of Work License# 2. Name and Address of Subcontractor Scope of Work License# 3. Name and Address of Subcontractor Scope of Work License# 4. Name and Address of Subcontractor Scope of Work License# 5. Signature and Date Title/Company RFP 08-1205 Planning and Zoning Consulting Services 16 � CITY OF OPA-LOCKA 04/"_ i RFP NO 08-1205 DRUG-FREE WORKPLACE CERTIFICATION FORM Whenever two (2) or more bids/proposals, which are equal with respect to price, quality, and service, are received by the CITY OF OPA-LOCKA for the procurement of commodities or contractual services, a bid/proposal received from a business that certifies that it has implemented a drug-free workplace-program shall be given preference in the award process. In order to have a drug-free workplace program, a business shall: 1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of controlled substances is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition. 2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. 3. Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in number(1). 4. In the statement specified in number (1), notify the employees that as a condition for working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction on or plea of guilty or no contest to any violation of Chapter 893, Florida Statutes or of any controlled substance law of the United States or any singular state,for a violation occurring in the workplace no later than five(5) days after such conviction. 5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community by any employee who is so convicted. 6. Make a good faith effort to continue to maid An ,a drug-free workplace through implementation of Section 287.087, Florida Statutes. .'' This Certification is submitted by the (Name) of (Title/Position) (Company) who does hereby certify that said Company has implemented a drug-free workplace program, which meets the requirements of Section 287.087, Florida Statutes, which are identified in numbers (1) through (6) above. Date Signature `'.1 i RFP 08-1205 Planning and Zoning Consulting Services 17 SAMPLE AGREEMEN I AGREEMENT Between CITY OF OPA-LOCKA And For Annual Contract RFP 08-1205 PLANNING AND ZONING CONSULTING SERVICES This is an Agreement between the City of Opa-locka, a municipal corporation of the State of Florida, (hereinafter the "CITY"), through its City Council; AND and assigns, (hereinafter "CONTRACTOR"). This agreement is dated , 2008. W I T N E S S E T H, in consideration of the mutual terms and conditions, promises, covenants, and payments hereinafter set forth, CITY and CONTRACTOR agree as follows: ARTICLE I SCOPE OF SERVICES Contractor agrees to provide ARTICLE II TERM ho C y This Agreement provides for the annual contract for as described in the Request for Proposal Advertisement dated for a period of two (2) years beginning through . In accordance with the Request for Proposal, and upon mutual agreement between the CITY and the contract may be renewed for up to one (1) renewal period. Pricing may be adjusted upon each annual renewal based on the percent change in the Consumer Price Index, All Urban Consumers, for the Miami-Fort Lauderdale Region from June to June of each prior and renewal year, as published by the United States Department of Labor. RFP 08-1205 Planning and Zoning Consulting Services 18 ARTICLE III COMPENSATION ANb METHOD OF PAYMENT The CITY shall issue a purchase order,citing this Request for Proposal and contract as authority, based upon the pricing as submitted in response to this Request for Proposal. This purchase order shall provide the contractor the authority to proceed with the work. The contractor shall invoice the CITY at the address shown on the purchase order based on the price contained in each purchase order, and the amount stated by the contractor in its proposal to the CITY, RFP No. 08-1205 on a monthly basis in arrears. The CITY shall pay each correctly submitted invoice within thirty (30) calendar days of receipt of such invoice. ARTICLE IV CONTRACTOR RESPONSIBILITIES Contractor shall provide services for all planning and zoning issues, as enumerated in the CITY of OPA-LOCKA, RFP No. 08-1205, Annual Contract for Planning and Zoning Consulting Services, dated , and contractor's response submitted , attached as Exhibit A to this Agreement. f U r{i _ARTICLE V MODIFICATION OF CONTRACT TERMS The terms of this contract may be modified by mutual consent to increase or decrease the scope of work, adjust prices in subsequent contract periods, or for such other purposes as shall become necessary during the conduct of the contract period. Such amendments shall be accomplished in writing as an addendum to the Contract. ARTICLE VI MISCELLANEOUS 6.1 TERMINATION This Agreement may be terminated by either party for cause, upon sixty (60) days written notice from the terminating party to other party. In the event that CONTRACTOR abandons this Agreement, or causes it to be terminated by CITY, CONTRACTOR shall indemnifyCITY against any loss pertaining to this termination. 3�t This contract may not be terminai&1'b'y either party for convenience. For purposes of this Agreement, termination by CITY for cause includes, but is not limited to, the following: RFP 08-1205 Planning and Zoning Consulting Services 19 1. CONTRAC -R'S failure to keep, perform, ana observe each and every provision of this Agreement and such failure continues for a period of more than seven (7) days after delivery to CONTRACTOR of a written notice of such breach or default; or 2. CONTRACTOR'S abandonment of the work and/or failure to perform the maintenance by the dates specified in each purchase order citing this Agreement. 3. Any material misrepresentation, written or oral, made by the CONTRACTOR to the CITY; } r t ii@ 4. Failure by the CONTRACTOR to timely perform and/or observe any or all of the covenants, rules, regulations, guidelines, or terms and conditions of this Agreement; and/or 5. Insolvency, bankruptcy, and/or suggestion of bankruptcy on the part of the CONTRACTOR or the assignment of assets for the benefit of creditors by the CONTRACTOR. 6.2 EQUAL OPPORTUNITY EMPLOYMENT CONTRACTOR agrees that it will not discriminate against any employee or applicant for employment for work under this Agreement because of race, color, religion, sex, age, national origin, or disability and will take affirmative steps to ensure that applicants are employed and employees are treated, during employment, without regard to race, color, religion, sex, age, national origin or disability. This provision shall include, but not be limited to, the following: employment upgrading, -demotiOn or transfer; recruitment advertising, layoff or termination; rates of pay or oth'or!farms of compensation; and selection for training, including apprenticeships. 6.3 PUBLIC ENTITY CRIMES ACT In accordance with Section 287.133, Florida Statutes, CONTRACTOR through execution of this contract, certifies that it is not listed on the convicted vendors list maintained by the State of Florida, Department of General Services. 6.4 ASSIGNMENT This Agreement, or any interest herein, shall not be assigned, transferred or otherwise encumbered by CONTRACTOR, under any circumstances, without the prior written consent of CITY. RFP 08-1205 Planning and Zoning Consulting Services 20 6.5 INDEMNIFICATI. 4 OF CITY 6.5.1 CONTRACTOR shall at all times hereafter, indemnify, hold harmless and defend CITY, its agents, and employees from and against any claim, demand or cause of action of any kind or nature arising out of error, omission or negligent act of CONTRACTOR, its agents, or employees in the performance of services under this Agreement. 6.5.2 CONTRACTOR further agrees, at all times hereafter, to indemnify, hold harmless and defend CITY, its agents, and employees from and against any claim, demand or cause of action of any kind or nature arising out of any conduct or misconduct of CONTRACTOR resulting from the performance of services under this Agreement for which CITY, its agents, or employees are alleged to be liable. 6.5.3 CONTRACTOR ackriowled es.and agrees that CITY would not enter into this Agreement without this indemnification of CITY by CONTRACTOR, and that CITY'S entering into this Agreement shall constitute good and sufficient consideration for this indemnification. These provisions shall survive the expiration or earlier termination of this Agreement. Nothing in this Agreement shall be construed to affect in any way the CITY'S rights, privileges, and immunities as set forth in Florida Statutes 768.28. 6.6 INSURANCE 6.6.1 CONTRACTOR shall provide, pay for and maintain in force at all times during the services to be performed, insurance, to include Workers' Compensation Insurance and General Business Insurance with a minimum coverage of at least $5,000,000, and Automobile Liability Insurance with a minimum coverage of at least $1,000,000. Such policy or policies shall be issued by United States Treasury approved companies authorized to do business in the State of Florida and having agents upon whom service of process may be made in the State of Florida. CONTRACTOR shall specifically protect CITY by naming the CITY OF OPA- LOCKA as an additional intt ed under the Product Liability Insurance Policy or certificate. Notice of Cancellation and/or Restriction: The policy (ies) must be endorsed to provide CITY with thirty (30) days notice of cancellation and/or restriction. 6.6.2 Worker's Compensation Insurance to apply for all employees in compliance with the Workers Compensation Law of the State of Florida and such state where work is performed and all applicable federal laws. 6.6.3 Comprehensive General Liability Insurance with minimum limits of Five Hundred Thousand Dollars ($300,000.00) per occurrence combined single limit for Bodily Injury Liability and Property Damage Liability. RFP 08-1205 Planning and Zoning Consulting Services 21 Coverage ,...ast be afforded on a form no more restrictive than the latest edition of the Comprehensive General Liability Policy, without restrictive endorsements, as filed t y the insurance Services Office, and must include: • Premises and/or Operations • Independent Contractors • Broad Form Property Damage • Broad Form Contractual Coverage applicable to this specific Agreement Personal Injury Coverage with Employee and contractual Exclusions removed with minimum limits of coverage equal to those required for Bodily Injury Liability and Property Damage Liability. 6.6.4 Business Automobile Liability Insurance with minimum limits of One Hundred Thousand Dollars ($100,000.00) per occurrence combined single limit for Bodily Injury Liability and Property Damage Liability. Coverage must be afforded on a form no more restrictive than the latest edition of the Business Automobile Liability Policy, without restrictive endorsement, as filed by the Insurance Services Office and must include: }+� b; r}r0;vehicles • Hired and non-owned vehicles • Employers' non-ownership If no automobiles are owned by the CONTRACTOR, a statement to that extent will be provided to the CITY. 6.6.5 CONTRACTOR shall provide to CITY prior to the effective date of this Agreement a Certificate of Insurance or a copy of all insurance policies required by Section 6 including any subsection hereunder. CITY reserves the right to require a certified copy of such policies upon request. All endorsements and certificates shall state that CITY shall be given thirty (30) days notice prior to expiration or cancellation of the policy. 6.6.6 CONTRACTOR hereby acknowledges and agrees that any and all risk of loss regarding the goods and services provided hereunder shall be solely borne by CONTRACTOR until delivery and acceptance by CITY of the goods and services. 6.7 PERFORMANCE OF WORK BY CONTRACTOR/SUBCONTRACTORS 6.7.1 It is expressly agreed that- ONTRACTOR is, and shall be in the performance of all work, services and activities under this Agreement an independent contractor and not an employee, agent, or servant of the CITY. All persons engaged in any work, service or activity performed pursuant to this Agreement shall at all times and in all places be subject to RFP 08-1205 Planning and Zoning Consulting Services 22 CONTRAC JR'S sole direction, supervision ano control. CONTRACTOR shall exercise control over the means and manner in which it and its employees perform and work, and in all manner in which it and its employees perform the work, and in all respects CONTRACTOR'S relationship and the relationship of its employees to the CITY shall be that of an independent contractor and not as employees or agents of the CITY. 6.7.2 In the event CONTR 'C,TOR, during the term of this Agreement, requires the services of any subcontradtuors or other professional associates in connection with services covered under this Agreement, CONTRACTOR must secure the prior written approval of CITY'S Purchasing Administrator. Any subcontractor authorized to perform under this Agreement shall be required to possess the same insurance coverage's as enumerated in Paragraph 6.6 herein. 6.8 LAWS AND REGULATIONS It is further understood by the parties that CONTRACTOR will, in carrying out its duties and responsibilities under this Agreement, abide by all federal, state and local laws. 6.9 CONTRACT COORDINATOR The CITY'S Contract Coordinator during the performance of services pursuant to this Agreement shall be the Director of the Community Development and Planning Department. 6.10 NO CONTINGENT FEE CONTRACTOR warrants that" itv.has not employed or retained any company or person, other than a bona fide employee or sales representative working solely for CONTRACTOR to solicit or secure this Agreement, and that it has not paid or agreed to pay any person, company, corporation, individual, or firm, other than a bona fide employee or sales representative working solely for CONTRACTOR any fee, commission, percentage, gift, or any other consideration contingent upon or resulting from the award or making of this Agreement. 6.11 GOVERNING LAW AND VENUE The Agreement shall be governed by the laws of the State of Florida. Any and all legal action necessary to enforce the Agreement will be held in Miami-Dade County and the Agreement will be interpreted according to the laws of Florida. No remedy herein conferred upon any party is intended to be exclusive of any other remedy, and each and every such remedy shall be cumulative and shall be in addition to every other remedy given hereunder or now or hereafter existing at law or in equity or by statute or otherwise. No single or partial exercise by any party or any right, power, or remedy hereunder shall preclude any other or further exercise thereof. RFP 08-1205 Planning and Zoning Consulting Services 23 6.12 ATTORNEY'S FE. In any action brought by either party for the enforcement of the obligations of the other party, the prevailing party shall be entitled to recover reasonable attorney's fees and costs. 6.13 AUTHORITY TO ENGAGE IN BUSINESS CONTRACTOR hereby represents and warrants that it has and will continue to maintain all licenses and approvals required in conducting its business, and that it will at all times conduct its business activities in a reputable manner. Proof of such licenses and approvals shall be submitted to the CITY'S Contract Coordinator upon request. 6.14 ALL PRIOR AGREEMENTS SUPERSEDED This document incorporates and includes all prior negotiations, correspondence, conversations, agreements or understandings applicable to the matters contained herein; and the parties agree that there are no commitments, agreements or understandings concerning the subject matter of this Agreement that are not contained in this document. Accordingly, the parties agree that no deviation from the terms hereof shall be predicated upon any prior representations or agreements whether oral or written. It is further agreed that no modification, amendment or alteration in the terms or conditions contained herein shall be effective unless contained in a written document. 6.15 NOTICES Whenever either party desires to give notice unto the other, such notice must be in writing, sent by certified United States mail, return receipt requested, addressed to the party for whom it is intended at the place last specified; and the place for giving of notice shall remain such until it shall have been changed by written notice in compliance with the provision s221©t jthis paragraph. For the present, the parties designate the following as the"respective places for giving of notice: FOR CITY OF OPA-LOCKA: FOR CONTRACTOR: Jannie R. Beverly, City Manager City of Opa-locka 780 Fisherman Street, 4th Floor Opa-locka, Florida 33054 RFP 08-1205 Planning and Zoning Consulting Services 24 IN WITNESS WHEREOF, the parties; iereto have set their hands and official seals the day and year first above written. CITY OF OPA-LOCKA, A municipal corporation of the State of Florida ATTEST: JANNIE R. BEVERLY CITY MANAGER CONTRACTOR: DEBORAH S. IRBY CITY CLERK Company Name Approved as to form and legal sufficiency: , . Signature BURNADETTE NORRIS-WEEKS, P.A. CITY ATTORNEY Print Name WITNESSES: Title SWORN TO and SUBSCRIBED before me this — day of , 2009. NOTARY PUBLIC My Commission Expires: RFP 08-1205 Planning and Zoning Consulting Services 25