Item VII (C) Discussion/ Action re: Selection of Consultant to Update City's Land Development Code Agenda 8-04-98
"CENTER OF GOOD LIVING—PRIDE OF WEST ORANGE" AtAeyla YalmEssIONER
S. SCOTT VANDERGRIFT
Ocoee COMMISSIONERS
o� ,n, o CITY OF OCOEE DANNY HOWELL
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D. 150 N. LAKESHORE DRIVE SCOTT ANDERSON
OCOEE, FLORIDA 34761-2258 SCOTT A.GLASS
NANCY J.PARKER
r+ v (407)656-2322
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MANAGER
Op G00 ELLIS SHAPIRO
STAFF REPORT
DATE: July 31, 1998
TO: The Honorable Mayor and City Commissioners
FROM: Robert Lewis, AICP, Senior Planner gL
SUBJECT: Recommendation for a Consultant to
Update the City's Land Development Code
ISSUE:
Should the Mayor and City Commissioners direct staff to enter into negotiations for a contract
with Berryman and Henigar, Inc. to update the City's Land Development Code?
BACKGROUND:
In February 1998, the Request For Qualifications (RFQ) Process was begun to find a consultant
to help the City update the Land Development Regulations. A selection committee, comprised of
the Director of Planning, City Engineer/Utilities Director, Building Official, Senior Planner for
Development Review, and Commissioner Glass, was formed to review the submittals, rank the
firms, interview the top candidates, and recommend the firm which best met the criteria outlined
in the RFQ (attached).
DISCUSSION:
Nine firms responded to the RFQ. They were each rated by individual selection committee
members in several areas, including:
1) Whether their submittal exhibited a clear understanding of the extent of work involved in
providing these services.
2) The experience of the firm and of the individuals who would be assigned to work on the
project.
3) What similar experience they have had preparing Land Development Codes for other local
governments.
(J�
2
July 31, 1998
Honorable Mayor and City Commissioners
Page 2
The results of the ratings by individual committee members were then tabulated to rank the firms.
The table below presents the scores of the top three submittals. It shows the average score
(possible 100) and total score (possible 500) achieved by each firm.
FIRM AVERAGE SCORE TOTAL SCORE *
Berryman&Henigar 78.4 392
Wade-Trim 80.0 400
Duncan Associates 80.8 404
* Achieved by adding the scores from all five committee members.
The selection committee interviewed these three candidates and based on the interviews,
narrowed the candidates to two - Berryman & Henigar and Wade-Trim. At that point, the
committee decided to get copies of recent Codes the two firms had prepared and contact those
local governments to see how well the consultants worked with them. Based on the results of
that additional investigation, the committee decided to recommend the firm of Berryman &
Henigar to update the City's Land Development Code.
STAFF RECOMMENDATION:
The selection committee recommends that the Mayor and City Commissioners approve the
selection of Berryman and Henigar, Inc. and direct staff to enter into negotiations for a contract
with that firm to update the City's Land Development Code.
Attachment: Request for Qualifications
C:\ALL_DATA\rlpdfile\StaffReports\CC Recommend LDC Consultant @ 8-4.doc
CITY OF OCOEE REQUEST FOR QUALIFICATIONS
TO PROVIDE CONSULTING SERVICES
TO UPDATE THE CITY'S LAND DEVELOPMENT CODE
The City of Ocoee is seeking an experienced, well qualified person, firm or other entity to assist
the City in restructuring and rewriting its Land Development Code. The goal is to reduce the
overall size and complexity of the Code, to simplify it and make it more concise and user friendly.
All applicable laws and regulations of the United States, the State of Florida, and the City of
Ocoee, Florida will apply to the resulting agreement. The provisions of the Consultants'
Competitive Negotiations Act (Section 287.055, Florida State Statutes) shall apply, where
applicable.
Information regarding Scope of Services and submittal of Expressions of Interest is outlined
below.
Expressions of Interest must include all of the following and include one (1) original and six (6)
copies clearly marked on the outside: Qualifications for Consulting Services to Update the City's
Land Development Code.
General Selection Criteria will be as required by law and will include:
1. Legal name, Federal taxpayer identification number, address, and telephone
number of the respondent (firm, corporation, partnership, individual). The person
signing the Expression of Interest on behalf of the respondent shall have the
authority to bind the respondent to the submittal.
2. PUBLIC- ENTITY CRIME INFORMATION STATEMENT: All invitations to bid as
defined by Section 287.12(11), Florida Statutes, requests for proposals as defined
by Section 287.012(16), Florida Statutes, and any contract document described by
Section 287.058, Florida Statutes, shall contain a statement informing persons of
the provisions of paragraph (2) (a) of Section 287.133, Florida Statutes, which
reads as follows: "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 on
a contract to provide any goods or services to a public entity, may not submit a bid
on a contract with a public entity for the construction or repair of public building or
public work, may not transact business with any public entity in excess of
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."
All vendors who submit their Qualifications to the City of Ocoee are guaranteeing
that they have read the previous statement and by signing the documents are
qualified to submit a proposal under Section 287.133, (2)(a) Florida Statutes.
3. Professional qualifications of Firm and specific individuals to be assigned to the
project (include resumes). Names of any anticipated subcontractors for
Professional Services to be listed (respondents shall include completed Standard
Forms 254 and 255 with their submittal). Include names, addresses, and previous
qualifications if you propose using Specialty Consultant Services.
4. Identify how the firm's expertise would be utilized to completely update the City of
Ocoee Land Development Code including, but not limited to, performance of the
tasks identified below:
A. Review the definitions provided in the existing Code and provide
recommendations for making them more user friendly, and adding or
deleting definitions as appropriate for the updated Code.
B. Evaluate the various application review procedures in the Code and
provide recommendations for clarifying and simplifying them.
C. Expand the chart which describes allowable uses in the various zoning
districts and re-evaluate the instances when a Special Exception would be
needed to allow certain uses in the various zoning districts.
D. Evaluate the design standards in the Code related to road improvements,
stormwater management, tree preservation and landscaping requirements.
Major changes to these standards are not anticipated, but they need to
simplified and clarified. It is anticipated that this task will require extensive
coordination with City staff.
E. Evaluate the existing Code requirements relating to preservation of natural
resources and provide recommendations for clarifying and simplifying
them.
F. Evaluate the existing Code requirements relating to concurrency and
provide recommendations for clarifying and simplifying them.
G. Prepare design standards for all of the Activity Centers within the City,
based upon the results of a study currently being done for the Activity
Center around the Health Central hospital complex.
H. Evaluate existing signage regulations in the Code and provide
recommendations for modifications.
I. Evaluate the existing Code for provisions which apply to density and
intensity requirements and the potential for transfer of development rights
and provide recommendations for addressing these areas.
J. Evaluate the existing Code and provide recommendations for
modifications to address the potential for multiple story office or
commercial development within certain areas of the City. This relates to
floor area ratio issues which are also addressed in the City's
Comprehensive Plan.
K. Evaluate proposed Land Development Code amendments for consistency
with the City Comprehensive Plan and Standard Engineering Practices.
L. Identify possible Comprehensive Plan amendments necessary to
implement the proposed Land Development Code amendments. These
Comprehensive Plan amendments would be processed along with any
amendments to be processed which are related to the City's Evaluation
and Appraisal Report (EAR) currently being prepared.
M. Research the City's Code of Ordinances to find other ordinances currently
not part of the Land Development Code which would be appropriate to put
into the Land Development Code.
N. Presentation of recommendations to the City staff, Land Planning Agency,
and City Commission.
O. Other Land Development Code modifications as recommended by the
consulting firm and accepted by the City.
5. The respondent's estimate of the approximate number of man hours which they
will put into the project to complete it.
6. Past performances in similar projects for governmental clients. List all projects of
similar nature within the past three years. Title and brief description of eacn
project to include:
- Client (contact person, address, and telephone numbers)
Year completed
- Nature of work involved in each project
Total cost, including number of change orders, value, and reason
6. Current and near future workload (ability to perform in a timely fashion). Submit
current list of projects and percentage of completion and expected date for
completion.
7. Location of Firm within general geographical area.
8. Provide statement agreeing to obtain (prior to award) Professional Liability
Insurance (minimum coverage of $1,000,000.00) and Comprehensive General
Liability Insurance (minimum coverage $2,000.000.00). The City of Ocoee is to
be named as an additional insured on this policy of insurance. Policies other than
Workers' Compensation shall be issued only by companies authorized by
subsisting certificates of authority issued to the companies by the Department of
Insurance of the State of Florida to conduct business in the State of Florida and
which maintains a Best's Rating of "A" or better and Financial Size Category of
"VII" or better according to the A.M. Best Company. Policies for Workers'
Compensation may be issued by companies authorized as a group self-insurer by
Chapter 440.57, Florida Statutes.
9. Any additional pertinent data regarding the Firm's capability (please limit to two (2)
pages).
10. Disclosure of any potential Conflict of Interest due to any other clients, contracts,
or property interests. Include a notarized statement certifying that no member of
your firm's ownership, management, or staff has vested interest in any aspect of,
or Department of, the City of Ocoee.
11. Financial Statement.
Expressions of Interest will be evaluated using the above criteria. Firms will be notified in writing
if they have been selected for an interview within four (4) weeks after submittal date. Notices for
interview will contain expressed directions. Subsequently, firms will be notified in writing as to
"short-listing."
It is anticipated that this project will take up to a year to complete. The process will involve
frequent meetings with staff from the Planning, Building and Zoning, and the Engineering/Utilities
departments, and others as needed. There will also be a moderate amount of public involvement.
All expenses for making presentations to the City of Ocoee shall be borne by the respondent.
Action on Expressions of Interest normally will be taken within 45 days of opening; however, no
guarantee or representation is made herein as to the time between submittal opening and
subsequent City Commission action. The City reserves the right to waive informalities contained
in any Expressions of Interest and to re-advertise for Expressions of Interest. Award of a
contract, if made, will be to the most highly qualified respondent based upon the criteria listed
above. The successful respondent shall be required to execute an agreement. in form and
content, acceptable to the City indemnifying and holCng harmless the City, its officials, officers,
employees, and agents from all claims.
All prospective professionals are hereby cautioned not to contact any member of the City of
Ocoee City Commission or any member of the Selection Committee. All contacts must be
channeled through the Planning Department. Failure to comply with these procedures shall be
cause for disqualification of firm's Expression of Interest.
Qualifications for Consulting Services to Update the City's Land Development Code will be
accepted by Russ Wagner, AICP, Director of Planning, for the City of Ocoee at Ocoee City
Hall until 12:00 P.M., local time, April 1, 1998. Qualification packets received after the
specified time and date shall be returned unopened.
MAIL AND DELIVERY ADDRESS:
City of Ocoee
Russ Wagner, AICP
Planning Department
150 N. Lakeshore Drive
Ocoee, Florida 34761
NO FACSIMILE OR TELEGRAPHIC SUBMISSIONS WILL BE ACCEPTED.
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