HomeMy WebLinkAboutItem 03 Approval to Award RFP #23-005 Continuing Owner's Representative for City Projects
City of Ocoee ▪ 1 N. Bluford Avenue ▪ Ocoee, Florida 34761
Phone: (407) 905-3100 ▪ www.ocoee.org
STAFF REPORT
Meeting Date: May 2, 2023
Item #: 3
Contact Name: Shannon Hopper, Joyce Tolbert Department Director: Rebecca Roberts
Contact Number: Ext. 1524, Ext. 1516 City Manager: Robert Frank
Subject: Approval to Award RFP #23-005 Continuing Owner's Representative for City Projects
Including Federal Grant Funded ARPA Projects. (Procurement Manager Tolbert)
Background Summary: The City of Ocoee, in conformance with Chapter 21, Purchasing Policy and
procedures of the City, and the Federal Procurement Standards set forth in the Uniform Guidance at 2 CFR
200.317 through 2 CFR 200.327, as applicable, solicited sealed Proposals from qualified firms interested in
providing professional construction management services for a variety of City projects including projects
funded through the American Rescue Plan Act (ARPA).
The City intends to award a continuing contract to one (1) firm and one (1) alternate firm, to perform the
required services. In determining whether a firm is qualified, the City shall consider the Evaluation Criteria set
forth in this RFP. The continuing contracts shall have an initial term of three (3) years, and two (2) automatic
one-year renewal terms. The contract rates may be escalated upon renewal of the contract each year after the
initial 3-year term. The city in its sole discretion shall have the option of renewing the contract for an additional
two (2) years.
The RFP was advertised on February 5, 2023, and was publicly opened on March 7, 2023. A total of five (5)
responses were received. The Finance and Utilities Departments reviewed the responses and all were
considered responsive. See the attached Checklist.
The five (5) responses were provided to the RFP Evaluation Committee appointed by the City Manager, which
comprised of five (5) members: Jamie Croteau, Utilities Director; Jen Bolling, Assistant Utilities Director;
Ginger Corless, CRA Administrator/Deputy Development Services Director; Trent Hopper, Facilities
Superintendent; and Brandy Eggerich, Senior Project Assistant. The public RFP Evaluation Committee
meeting was held on April 17, 2023, with the Evaluation Committee interviewing, evaluating, and short-listing
the firms on specific evaluation criteria. The evaluation committee short-listed the firms in ranked order, and
recommended contracting with the top ranked firm, ZHA, Inc., and with the second-ranked firm, Colliers
Project Leaders, as an alternate/secondary contingent on Colliers agreeing to remove its proposed 4% fee
escalation in order to comply with the RFP terms regarding fixed prices for the initial 3-year contract term per
the attached award recommendation from the Utilities Director. Purchasing subsequently contacted Colliers,
and Colliers agreed with the removal of the 4% fee escalation.
One of the responding firms, CSA Consulting Group, notified Purchasing of its withdrawal from RFP #23-005
by email on Friday, April 14th, prior to the interviews scheduled for Monday, April 17th; therefore, only four of
the five responding firms were interviewed and ranked by the evaluation committee.
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City of Ocoee ▪ 1 N. Bluford Avenue ▪ Ocoee, Florida 34761
Phone: (407) 905-3100 ▪ www.ocoee.org
RANK RESPONDENT
1. ZHA Incorporated
2. Colliers Project Leaders USA NE, LLC
3. FBG Engineers & Consulting, Inc.
4. Cost Management, Inc., dba CMI
Issue:
Should the City Commission award the term contract for Continuing Owner’s Representative for City Projects,
including Federal Grant Funded ARPA Projects to the top-ranked firm, ZHA, Incorporated, and to the second-
ranked firm, Colliers Project Leaders USA NE, LLC as an alternate/secondary term contract, as recommended
by the Evaluation Committee?
Recommendations:
Staff recommends the Honorable Mayor and City Commissioners:
1.) Award the term contract for RFP #23-005 Continuing Owner’s Representative for City Projects, Including
Federal Grant Funded ARPA Projects to the top-ranked firm, ZHA, Incorporated; and
2.) Award an alternate/secondary term contract for RFP #23-005 Continuing Owner’s Representative for City
Projects, Including Federal Grant Funded ARPA Projects to the second-ranked firm, Colliers Project Leaders
USA NE, LLC; and
3.) Authorize the Mayor, City Clerk, and Staff to execute the required contract documents with these two (2)
firms.
Attachments:
1. Utility Director - Award Recommendation
2. Shortlist and Evaluation Forms
3. Checklist
4. Bid Documents
5. Proposal - ZHA Inc.
6. Interview Handout - ZHA Inc.
7. Colliers' Proposal
8. Colliers' Fee Verification
9. Interview Handout - Colliers Project Leaders
10. Proposal - CMI
11. Interview Handout - CMI
12. Proposal - FBG
13. Interview Handout - FBG
14. CSA's withdrawal from RFP
Financial Impacts:
These services will be funded from the budget of various city projects, or projects funded through the
American Rescue Plan Act (ARPA).
Type of Item: Consent
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