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Item #16 Appointment of Commissioner to Selection Committee for RFP #09-002 Continuing Contracts for Planning Services AGENDA ITEM COVER SHEET Meeting Date: November 18, 2008 Item # , \p Reviewed By: ~ /2 J L Contact Name: Joyce Tolbert Department Director: ~r blP Contact Number: 1516 City Manager: ~ ~ Subject: Appointment of Commissioner to Selection Committee for RFP #09-002 Continuing Contracts for Planning Services Background Summary: In compliance with City Commission direction of October 2, 2007, staff is requesting a Commissioner be appointed to the Selection Committee to evaluate Proposals received for RFP #09-002 Continuing Contracts for Planning Services. The selection committee meeting is tentatively scheduled for Monday, December 2, 2008 at 10:00 a.m. Issue: Appointment of Commissioner to the Selection Committee for RFP #09-002. Recommendations Staff recommends that the City Commission appoint a Commissioner to serve on the Selection Committee for RFP #09-002 Continuing Contracts for Planning Services, Attachments: 1. RFP #09-002 Financial Impact: Type of Item: (please mark with an "x'J Public Hearing Ordinance First Reading _ Ordinance Second Reading Resolution Commission Approval X Discussion & Direction For Clerk's Deot Use: _ Consent Agenda _ Public Hearing _ Regular Agenda _ Original Document/Contract Attached for Execution by City Clerk Original Document/Contract Held by Department for Execution Reviewed by City Attorney Reviewed by Finance Dept. Reviewed by ( ) ~(jfr N/A N/A N/A Mavor S. Scott Vandergrift center of Good L . '\. "o-e '. 1f7il] ~ ~ ~ Commissioners Gary Hood, District 1 Scott Anderson, District 2 Rusty Johnson, District 3 Joel F, Keller, District 4 City Manager Robert Frank Florida CITY OF OCOEE REQUEST FOR PROPOSALS RFP #09-002 CONTINUING CONTRACTS FOR PLANNING SERVICES ":"1 :: ,...1'" , .1" t :- \: ': ~ .' I. ' , " . . . , RFP DOCUMENTS 3 thru 4 5 thru 8 9 thru 16 17 16 Legal Advertisement Introduction/Proposal Instructions General Terms & Conditions *Summary of Litigation * Addenda Acknowledgment SCOPE OF WORK/PROPOSAL FORM 17thru20 21 Scope of Work/Proposal Format *Company Information/Signature Sheet *Submit with Proposal End Table of Contents LEGAL ADVERTISEMENT Ocoee City Commission The City of Ocoee, Florida, in conformance with the policies and procedures of the City of Ocoee (City), is soliciting statements of qualification from planning firms that are interested in providing such services for City projects. Such projects include long-range planning, comprehensive planning, crafting of land development regulations, master planning, and similar work, A variety of consultative tasks will be required in various combinations depending on the needs of each project. Each firm proposing to provide planning services to the City shall provide a complete list of all such services normally available from that firm, Work to be done by a firm under a continuing contract for planning services will be requested through a task work order and subsequently authorized through a purchase order. The task work order will be used to determine the expected quantity and nature of the services required for the covered project(s). The selected firm will then negotiate a price proposal and schedule for the work. The purchase order will authorize a specified maximum value of services to be provided. Project conditions may alter the nature of the services provided over the course of the work, so long as the maximum budget authorized is not exceeded. The City intends to award continuing contracts to more than one firm deemed to be the most highly qualified to perform the required services, if possible. In determining whether a firm is qualified, the City shall consider criteria set forth in the RFP. The contracts shall automatically be renewed annually unless terminated by the City in writing, for a maximum of five years from the date of the execution. Contracts may include a clause authorizing annual price adjustments. Sealed proposals will be accepted for REQUEST FOR PROPOSALS (RFP) #09-002, CONTINUING CONTRACTS FOR PLANNING SERVICES, no later than 2:00 P.M., local time, on November 19, 2008. Proposals received after the specified time will not be accepted or considered, and will be returned unopened, No exceptions will be made. The City reserves the right to reject any and all proposals and waive informalities. Each proposal must consist of a technical component. The complete proposal must be in a sealed envelope plainly marked on the outside with the appropriate RFP number and closing date and time, Each proposal shall contain one (1) original and five (5) copies of the required content. Proposals will be received at the City of Ocoee, Attn: Crystal Conley, Purchasing Technician, 150 N, Lakeshore Drive, Ocoee, Florida 34761-2258, (407) 905-3100 ext. 1523 , Proposals will be publicly opened and the name of the proposing firm read aloud in the City Hall Conference Room on the above-appointed date at 2:01 PM, local time, or as soon thereafter as possible, Interested Firms may secure a copy of the documents through Demandstar by accessing the City's website at www.ci.ocoee.f1.us under Finance/Purchasing, or copies are available from the Purchasing Technician for a non-refundable reproduction and/or administrative fee of $20.00. Checks should be made payable to the City of Ocoee, Copies via e-mail are not available and partial sets of RFP documents will not be issued. To ensure fair consideration for all Respondents, companies interested in providing the required services may be disqualified if they have contacts with the Mayor, City Commissioners, or any City staff other than the Purchasing Technician concerning the RFP during the submission or selection process. RFP 09-002 3 Award of Contract: The City of Ocoee reserves the right to waive technicalities or irregularities, reject any or all proposals, and/or accept the proposal that is in the best interest of the City, qualifications and other factors taken into consideration. The City reserves the right to award the Contract to the Respondent, which, in the sole discretion of the City, is the most responsive and responsible Respondent, qualifications and other factors considered. Pursuant to Section 287,133(2)(a), Florida Statutes, interested individuals or firms who have been placed on the convicted vendor list following a conviction for public entity crimes may not submit a Proposal on a contract to provide services for a public entity, may not be awarded a consultant contract and may not transact business with a public entity for services, the value of which exceeds CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. No fax or electronic submissions will be accepted. City Clerk October 19, 2008 RFP 09-002 4 CITY OF OCOEE REQUEST FOR PROPOSALS (RFP) #09-002 CONTINUING CONTRACTS FOR PLANNING SERVICES Proposal Instructions: A. Sealed proposals for RFP #09-002 will be received by the City of Ocoee, hereinafter called "The City", by any person, firm, corporation or agency submitting a RFP for the services proposed, hereinafter called "Respondent". Each Respondent shall furnish the information required on the proposal form supplied and each accompanying sheet thereof on which an entry is made. Proposals submitted on any other format shall be disqualified. Proposals must be typewritten or handwritten using ink. Do not use pencil. Proposal documents must be submitted under the signature of a legally responsible representative, officer, or employee and should be properly witnessed and attested. All proposals should also include the name and business address of any person, firm, or corporation interested in the proposal either as a principal, member of the firm, or general partner. If the respondent is a corporation, the proposal should include the name and business address of each officer, director, and holder of 10% or more of the stock of such corporation. B. Any questions or concerns regarding this RFP should be addressed in writinq to the Finance/Purchasing Department, City of Ocoee, FL, Attention: Crystal Conley, Purchasing Technician (407) 905-3100, extension 1523 and fax (407) 656-3501 or email cconley@ci.ocoee.fl.us. and shall be received not later than November 11, 2008 at 5:00 p.m. Any clarifications/changes will be through written addenda only, issued by the Purchasing Technician, Respondents should not contact City staff, with the exception of the Purchasing Technician, or other City consultants for information regarding this RFP before the bid award date. Any contact with any other member of the City Staff, City Commission, or its Agents during the bid, award, and protest period may be grounds for disqualification. C. Proposals must describe the qualifications of the firm to provide planning services. The proposal shall be presented as one (1) original and five (5) copies. The entire proposal package shall be received by the Finance Department not later than 2:00 P.M., local time, on November 19, 2008, 2008. Proposals received by the Finance/Purchasing Department after the time and date specified will not be considered, but will be returned unopened. "Postage Due" items will not be accepted. Proposals or any information transmitted by fax or e-mail will not be accepted. Proposals shall be delivered in a sealed envelope, clearly marked with the RFP number, title, and closing date and time, to: RFP 09-002 5 City of Ocoee Finance Department Attention: Purchasing Technician 150 N lakeshore Drive Ocoee, Fl 34761-2258 D. Pre-Proposal Conference: None Scheduled. E. Technical proposals will be reviewed by an evaluation committee appointed by the City Manager and will be ranked in accordance with the established evaluation criteria. Date, time, and location of any scheduled evaluation committee meeting(s) for this RFP will be noticed publicly and on Demandstar. The evaluation committee shall supply a ranked list of the proposing firms and a recommendation regarding which firms should be selected by the City Commission for negotiation of a contract for continuing planning services. Please be aware that all City Commission meetings are duly noticed public meetings and that all documents submitted to the City as a part of a bid constitute public records under Florida law. F. All Respondents shall thoroughly examine and become familiar with this RFP package and carefully note the items specifically required for submission of a complete proposal. G. Submission of a proposal shall constitute an acknowledgment that the Respondent has complied with the instructions of this RFP. The failure or neglect of a Respondent to receive or examine a document shall in no way relieve it from any obligations under its proposal or the contract. No claim for additional compensation will be allowed based upon a lack of knowledge or understanding of any of the Contract Documents or the scope of services. Proposals shall be in compliance with the contract documents/scope of services. All costs to prepare and submit proposals shall be the responsibility of the Respondent and the City shall make no reimbursement of any kind. H, Any response by the City to a request for information or correction will be made in the form of a written addendum, which will be mailed, e-mailed, or faxed by Demandstar to all parties to whom the RFP package have been issued. It shall be the responsibility of each Respondent to obtain a copy of all issued Addenda. The City reserves the right to issue Addenda concerning the date and time when proposal acceptance shall close at any time up to the date and time set for proposal closing. In this case, proposals that have been received by the City prior to such an addendum being issued will be returned to the Respondent, if requested, unopened. In case any respondent fails to acknowledge receipt of any such Addendum in the space provided in the RFP documents, its proposal will nevertheless be construed as though the Addendum had been received and acknowledged. Submission of a RFP 09-002 6 proposal will constitute acknowledgment of the receipt of the RFP Documents and all Addenda. Only interpretations or corrections provided by written Addenda shall be binding on the City. Respondents are cautioned that any other source by which a respondent receives information concerning, explaining, or interpreting the RFP Documents shall not bind the City. I. Any of the following causes may be considered sufficient for the disqualification and rejection of a proposal: a) Submission of more than one (1) proposal for the same work by an individual, firm, partnership, or corporation under the same or different name. For purposes of this subparagraph, firms, partnerships, or corporations under common control may be considered to be the same entity; b) Evidence of collusion between or among the Respondents; c) Being in arrears on any existing contracts with the City or in litigation with the City, or having defaulted on a previous contract with the City; d) Poor, defective, or otherwise unsatisfactory performance of work for the City or any other party on prior projects that, in the City's judgment and sole discretion, raises doubts as to the Respondent's ability to properly perform the services; or e) Any other cause that, in the City's judgment and sole discretion, is sufficient to justify disqualification of Respondent or the rejection of its proposal. J. CONVICTED VENDOR LIST (PUBLIC ENTITY CRIME). 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 proposal on an award to provide any goods or services to a public entity, may not submit a proposal on an award with a public entity for the construction or repair of a public building or public work, may not submit proposals on leases of real property to a public entity, may not be awarded or perform work as a Contractor, Supplier, Subcontractor, or Consultant under an award with any 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 ($25,000.00 and greater) for a period of 36 months from the date of being placed on the convicted vendor list. [See Florida Statute 287.133 (2) (a). K. FLORIDA PUBLIC RECORDS LAW. In accordance with Chapter 119 of the Florida Statutes, and, except as may be provided by Chapter 119 of the Florida Statutes and other applicable State and Federal Laws, all Respondents should be aware that the proposal and the responses thereto are in the public domain and are available for public inspection. Respondents are requested, however, to identify specifically any information contained in their proposal that they consider confidential and/or proprietary and which they believe to be exempt from disclosure, citing specifically the applicable exempting law. All proposals received in response to this request for proposals become the property of the City of Ocoee and will not be returned. In the event of an award, all documentation produced as part of the contract will become the exclusive property of the City. RFP 09-002 7 The City reserves the right to accept or reject any or all proposals, to waive informalities or irregularities, to request clarification of information submitted in any proposal, or to re-advertise for new proposals. The City may accept any item or group of items of any proposal, unless the respondent qualifies his/her proposal by specific limitations. The City may accept one or more proposals if it is in the City's best interest to do so. Selection of firms for contract negotiation, if made, will be to the most responsible and responsive Respondent(s) whose proposal(s), in the City's opinion, will be most advantageous to the City. The City reserves the right, as an aid in determining which proposal is responsible, to require a respondent to submit such evidence of respondent's qualifications as the City may deem necessary, and may consider any evidence available to the City of the financial, technical, and other qualifications and abilities of a respondent, including past performance (experience) with the City and others. The City Commission shall be the final authority in the selection of any and all proposals. (remainder of page left blank intentionally) RFP 09-002 8 RFP #09-002 GENERAL TERMS & CONDITIONS: 1. BID SECURITY: None Required. 2. PERFORMANCE AND PAYMENT BONDS: None Required. 3. PATENT INDEMNITY: Except as otherwise provided, the successful respondent agrees to indemnify the City and its officers, agents, and employees against liability, including costs and expenses for infringement upon any letters patent of the United States arising out of the performance of this Contract. Further, the Respondent shall fully indemnify, defend, and hold harmless the City and its officers, agents, and employees from any suits, actions, damages, and costs of every name and description, including attorneys' fees, arising from or relating to violation or infringement of a trademark, copyright, patent, trade secret, unpatented invention, or intellectual property right. If the bidder uses any design, device, or materials covered by letters, patent, or copyright, it is mutually agreed and understood without exception that the bid price shall include all royalties or cost arising from the use of such design, device, or materials. 4. PROTESTS: The City's Finance/Purchasing Department will consider Protests seeking contract award, damages, and/or any other relief. Any Respondent seeking to file a Protest SHALL use the following procedures: a) A Respondent SHALL file a written Protest under this Article or be barred any relief. b) A Protest: (a) must be in writing (oral protests will NOT be acknowledged); (b) the content of the Protest shall fully state the factual and legal grounds for the protest and the legal basis for the relief requested; and (c) The Protest shall be filed with the Purchasing Technician not later than three (3) calendar days after the posting of the notice of intent to award or recommendation of award by staff. RFP 09-002 9 c) After a Protest has been properly filed with the City, the City, by and through its Finance/Purchasing Department, shall make a determination on the merits of the protest not later than five (5) business days after receipt of the protest. If the City denies the protest, the City may proceed with the award of the Contract unless enjoined by the order of a Court of competent jurisdiction. d) A Protest shall be limited to the following grounds: (a) issues arising from the procurement provisions of the Project Manual and/or the Proposal Package or Contract Documents; and/or (b) applicable federal, state, or local law. 5. DRUG-FREE WORKPLACE: If applicable, provide a statement concerning the respondent's status as a Drug- Free Work Place or evidence of an implemented drug-free workplace program. 6. CONTRACT: a) Each successful Respondent, hereinafter referred to as Contractor, will be required to enter into a contract with the City. b) The City may, in its sole discretion, award any additional services, whether in the existing areas of the scope of work or in any area additional those in the existing scope of work, to any third party or the City's employees. Contractor will be expected to cooperate with any or all other Contractors who may be performing services for the City. 7. CERTIFICATION OF NON-SEGREGATED FACILITIES Respondent certifies that it does not and will not maintain or provide any segregated facilities for the Respondent's employees at any of the Respondent's establishments, and that Respondent does not permit Respondent's employees to perform their services at any location under the Respondent's control where segregated facilities are maintained. Respondent agrees that a breach of this certification will be a violation of the Equal Opportunity clause in any contract resulting from acceptance of this Proposal. As used in this certification, the term "segregated facilities" means any waiting room, work areas, time clocks, locker rooms, other storage and dressing areas, parking lots, or drinking facilities provided for employees that are segregated on the basis of race, color, religion, national origin, habit, local custom, or otherwise. Respondent agrees that (except where Respondent has obtained identical certification from proposed contractors for specific time periods) Respondent will obtain identical certifications from proposed subcontractors prior to the award of such contracts exceeding $10,000 that are not exempt from the provisions of the Equal Opportunity clause, and that Respondent will retain such certifications in RFP 09-002 10 Respondent's files. The non-discriminatory guidelines as promulgated in Section 202, Executive Order 11246, and as amended by Executive Order 11375 and as amended, relative to Equal Opportunity for all persons and implementations of rules and regulations prescribed by the U.S. Secretary of labor, are incorporated herein. 8. STATEMENT OF AFFIRMATION AND INTENT: Respondent declares that the only persons or parties interested in their proposal are those named herein, that this proposal is, in all respects, fair and without fraud and that it is made without collusion with any other vendor or official of the City of Ocoee. Neither the Affiant nor the above-named entity has directly or indirectly entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive pricing in connection with the entity's submittal for the above project. This statement restricts the discussion of pricing data until the completion of negotiations and execution of a contract for the described services. Respondent certifies that no City Commissioner, other City Official, or City employee directly or indirectly owns assets or capital stock of the Responding entity, nor will directly or indirectly benefit by the profits or emoluments of this proposal. (For purposes of this paragraph, indirect ownership or benefit does not include ownership or benefit by a spouse or minor child.) Respondent certifies that no member of the entity's ownership or management is presently applying for an employee position or actively seeking an elected position with the City. In the event that a conflict of interest is identified in the provision of services, Respondent agrees to immediately notify the City in writing. Respondent further declares that a careful examination of the scope of services, instructions, and terms and conditions of this RFP has occurred, and that the proposal is made according to the provisions of the RFP documents, and will meet or exceed the scope of services, requirements, and standards contained in the RFP documents. Respondent agrees to abide by all conditions of the negotiation process. In conducting negotiations with the City, Respondent offers and agrees that if this negotiation is accepted, the Respondent will convey, sell, assign, or transfer to the City all rights, title, and interest in and to all causes of action it may now or hereafter acquire under the Anti-trust laws of the United States and the State of Florida for price fixing relating to the particular commodities or services purchased or acquired by the City. At the City's discretion, such assignment shall be made and become effective at the time the City tenders final payment to the Respondent. The proposal constitutes a firm and binding offer by the RFP 09-002 11 Respondent to perform the services as stated. 9. PUBLIC ENTITY CRIME STATEMENT: All invitations to bid, as defined by Section 287.012(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 submit proposals on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any 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." All respondents that submit a Bid or Proposal to the City of Ocoee are guaranteeing that they have read the previous statement and by signing the submitted documents are qualified to do so under Section 287.133, (2)(a), Florida Statutes. 10. STANDARD INSURANCE TERMS & CONDITIONS: Contractor shall not commence any work in connection with an Agreement until all of the following types of insurance have been obtained and the City has approved such insurance, nor shall Contractor allow any Subcontractor to commence work on a subcontract until all similar insurance required of the subcontractor has been so obtained and approved. 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 Florida which maintain a Best's Rating of "A" or better and a Financial Size Category of "VII" or better according to the AM. Best Company. Companies authorized as a group self-insurer by F.S. 440.57, Florida Statutes, may issue policies for Workers' Compensation. a) Loss Deductible Clause: The City shall be exempt from, and in no way liable for, any sums of money that may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the General Contractor and/or subcontractor providing such insurance. b) Workers' Compensation Insurance: The Contractor shall obtain during the life of this Agreement, Worker's Compensation Insurance with Employer's Liability Limits of $500,000/$500,000/$500,000 for all the Contractor's employees connected with the RFP 09-002 12 work of this project and, in the event any work is sublet, the Contractor shall require the subcontractor similarly to provide Workers' Compensation Insurance for all of the latter's employees unless such employees are covered by the protection afforded by the Contractor. Such insurance shall comply fully with the Florida Workers' Compensation Law. In case any class of employees engaged in hazardous work under this contract for the City is not protected under the Workers' Compensation statute, the Contractor shall provide, and cause each subcontractor to provide adequate insurance, satisfactory to the City, for the protection of the Contractor's employees not otherwise protected. Include Waiver of Subrogation in favor of the City of Ocoee. c) Contractor's Public Liability and Property DamaQe Insurance: The Contractor shall obtain during the life of this Agreement COMMERCIAL AUTOMOBILE COVERAGE, this policy should name the City of Ocoee as an additional insured, and shall protect the Contractor and the City from claims for damage for personal injury, including accidental death, as well as claims for property damages which may arise from operations under this Agreement whether such operations be by the Contractor or by anyone directly or indirectly employed by the Contractor, and the amounts of such insurance shall be the minimum limits as follows: 1) Automobile Bodily Iniury Liability & Property DamaQe Liability · $1,000,000 Combined single limit per occurrence (each person, each accident) · All covered automobile will be covered via symbol 1 · Liability coverage will include hired & non-owned automobile liability · Include Waiver of Subrogation in favor of The City of Ocoee 2) Comprehensive General Liability (Occurrence Form) - this policy should name the City of Ocoee as an additional insured and should indicate that the insurance of the Contractor is primary and non-contributory. · $2,000,000 GENERAL AGGREGATE · $2,000,000 PRODUCTS-COMPLETED OPERATIONS AGGREGATE · $1,000,000 PER OCCURRENCE · $1,000,000 PERSONAL & ADVERTISING INJURY · Include Waiver of Subrogation in favor of the City of Ocoee 3) Subcontractor's Comprehensive General Liability. Automobile Liability and Worker's Compensation Insurance: The Contractor shall require each subcontractor to procure and maintain during the life of this subcontract, insurance of the type specified above or insure the activities of these subcontractors in the Contractor's policy, as specified above. 4) Owner's Protective Liability Insurance: As applicable for construction projects, providing coverage for the named insured's liability that arises out of operations performed for the named insured by independent contractors and are directly imposed because of the named insured's general supervision of the independent contractor. The Contractor shall procure and furnish an Owner's Protective Liability Insurance Policy with the following limits: $1,000,000, and per occurrence, $2,000,000. Aggregate and naming the City of Ocoee as the Named Insured. RFP 09-002 13 5) Contractual Liability: If the project is not bonded, the Contractor's insurance shall also include contractual liability coverage to insure the fulfillment of the contract. NOTE: PUBLIC LIABILITY INSURANCE AND AUTOMOBILE LIABILITY INSURANCE, THE CITY SHALL BE NAMED AS ADDITIONAL INSURED. · $1,000,000 PER OCCURRENCE · $2,000,000 AGGREGATE 6) Commercial Umbrella: · $1,000,000 PER OCCURRENCE · $2,000,000 Aggregate · Including Employer's Liability and Contractual Liability 7) Certificates of Insurance: Certificate of Insurance Form (see sample attached), naming the City of Ocoee as an additional insured will be furnished by the Contractor upon notice of award. These shall be completed by the authorized Resident Agent and returned to the Office of the Purchasing Agent. This certificate shall be dated and show: 8) The name of the Insured contractor, the specific job by name and job number, the name of the insurer, the number of the policy, its effective date, its termination date. 9) Statement that the Insurer shall mail notice to the Owner at least thirty (30) days prior to any material changes in provisions or cancellation of the policy, except ten (10) days written notice of cancellation for non-payment of premium. (remainder of page left blank intentionally) RFP 09-002 14 IJc...QR/). CERTIFICATE OF LIABILITY INSURANCE OP 10 J9 I)J,TEtMWOortYY't') FRAZE-l 11/04104 ! "",oOUCU THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOlDER. THIS CERTIFICATE DOES NOT AMEND. EXTEND OR ALTER THE COVERAOE AFFORDED BY THE POliCIES BELOW. lHSUiit~ ...._---_.~- lNSURERS~~~~.. l-~~-..- Contractor'. 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AlITHOlUllO ltlJlJlUtH'TAT'IVE City of 000118 150 N. Lak..hore Drive Oeo.. FL J.?61.~258 ACORD 25 (20011(18) S/rMPt.c C> ACORD CORPORATION 1951 RFP 09-002 15 11. SUMMARY OF LITIGATION: Provide a summary of any litigation, c1aim(s), bid disputes, or contract dispute(s) filed by or against the Respondent in the past five (5) years that is related to the services that the Respondent provides in the regular course of business. The summary shall state the nature of the litigation, claim, or contact dispute, a brief description of the case, the outcome or projected outcome, and the monetary amounts involved. If none, please so state. (Attach additional sheets, if necessary) 13. ACKNOWLEDGMENT OF ADDENDA: Respondent acknowledges receipt of the following addenda: Dated Dated Dated No. No. No. (remainder of page left blank intentionally) RFP 09-002 16 CITY OF OCOEE REQUEST FOR PROPOSALS (RFP) #09-002 CONTINUING CONTRACTS FOR PLANNING SERVICES SCOPE OF WORK A. Purpose The City of Ocoee, Florida, in conformance with the policies and procedures of the City of Ocoee (City), is soliciting proposals from planning firms that are interested in providing such services for City projects. Such projects include long-range planning, comprehensive planning, crafting of land development regulations, master planning, and similar work. A variety of consultative tasks will be required in various combinations depending on the needs of each project. Each firm proposing to provide planning services to the City shall provide a complete list of all such services normally available from that firm. Work to be done by a firm under a continuing contract for planning services will be requested through a task work order and subsequently authorized through a purchase order. The task work order will be used to determine the expected quantity and nature of the services required for the covered project(s). The selected firm will then negotiate a price proposal and schedule for the work. The purchase order will authorize a specified maximum value of services to be provided. Project conditions may alter the nature of the services provided over the course of the work, so long as the maximum budget authorized is not exceeded. The City intends to award continuing contracts to more than one firm deemed to be the most highly qualified to perform the required services, if possible. In determining whether a firm is qualified, the City shall consider criteria set forth in the RFP. The contracts shall automatically be renewed annually unless terminated by the City in writing, for a maximum of five years from the date of the execution. Contracts may include a clause authorizing annual price adjustments. B. Scope of Work The following list is a representative sample of the tasks to be procured, as needed, for City projects: Long-range and Comprehensive Planning Services: 1. Plans that supplement or support the City's comprehensive plan, its implementation, or its revision 2. Revised comprehensive plan elements 3. Special studies that further the revision or implementation of the City's comprehensive plan 4. Planning efforts related to maintaining the City's comprehensive plan RFP 09-002 17 5. Proposed documents that relate to cooperative comprehensive planning with other units of local government Land Development Regulation Services: 1. Drafting part or all of a land development code component or a related set of code components 2. Drafting regulations creating special overlay districts and affecting their management 3. Form-based land development regulations, policies, and review procedures 4. Design studies 5. Special studies that may lead to amendment of land development regulations Master Planning Services: 1. Preparation of master plans for designated areas of the City and adjacent unincorporated areas within the Joint Planning Area 2. Creation of site plans 3. Development of conceptual plans for specified properties and areas of the City Miscellaneous Services: 1. Conduct traffic data collection 2. Provide travel demand modeling 3. Conduct GIS mapping and analyses 4. Perform development review 5. Provide contract staff for routine planning tasks The list given above is representative but not complete. Interested firms must be experienced in providing planning services for projects of a scope and nature comparable to those described. Use of qualified sub-consultants for specialty work is acceptable. To be considered, the firm shall be a licensed to do business of this type in accordance with Florida State law and be familiar with all applicable State of Florida, St. Johns River Water Management District, Orange County, and City of Ocoee codes, regulations, and laws. Please include a copy of all applicable licenses held by firms or sub-consultants proposed to perform work. c. Submittals The City of Ocoee requires comprehensive responses to every section within this RFP. To facilitate the review of the responses, Respondents shall follow the described proposal format. The intent of the proposal format requirements is to expedite review and evaluation. It is not the intent to constrain Respondents with regard to content, but to assure that the specific requirements set forth in this RFP are addressed in a uniform manner amenable to review and evaluation. Submissions shall be limited to a total of thirty-five (35) 8.5"x 11" pages (excluding front and back covers, dividers, and all forms included in this RFP), single-sided, portrait orientation, 12-point font, and contained in a three-ring binder or other format amenable RFP 09-002 18 to easy photocopying. The person signing the RFP on behalf of the Respondent shall have the legal authority to bind the Respondent to the submitted Proposal. In order to simplify the review process and obtain the maximum degree of comparison, the Respondent must provide the following content when responding to the RFP: . List of all firm's supervisory employees, their qualifications, and their role for the City services. . Firm and employee certifications and registrations with regulatory agencies, professional organizations, etc. . Firm's sub-consultants, their qualifications, and their role in providing services. . List of firm's other current or recently completed similar services within the past two (2) years with other public or private agencies. . List and quantity of firm's (and firm's sub-consultants' if applicable) equipment. . List of at least three (3) client references to include organization name, contact person, telephone number (s), and e-mail address. . List the location of all offices (firm and sub-consultants) involved with this project and approximate distance (in miles) and time (in hours) to City Hall. D. Selection Criteria The criteria for making an award recommendation are: · Qualifications and experience of the firm - 60% · Methodology, including technical approach and understanding of the scope of the planning services offered, demonstrated by sample projects - 25% · References - 15% Special weight will be given to the following qualifications: · Experience in managing the relationship between transportation and design . Experience preparing comprehensive plan elements in communities where design is an issue . Urban design experience in communities that are in need of a design vision . Experience preparing form- or character-based land development regulations · Demonstrated use of latest technology . Experience conducting rapid-design charettes A City evaluation committee will review and appraise each Respondent's technical qualifications and will short-list and recommend to the City Commission at least one qualified firm (or more, as may be determined by the committee) to provide the requested services. The criteria for selection shall be based on the selection criteria above, including the firm's qualifications, service location, past performance, and reference check. The City reserves the right, before awarding the contract, to require a Respondent to submit such additional evidence of its qualifications, as the City may deem necessary. The City shall be the sole judge of the competency of Respondents. RFP 09-002 19 All successful Respondents shall be required to execute an agreement that provides, among other things, for all plans, drawings, reports, and specifications resulting from Respondent's services to the City to become the property of the City. Upon the successful negotiation of an agreement, a formal contract will be prepared and submitted to the City Commission for approval and executed by both parties once approved by the City Commission. E. Task Assianment Procedures When the City determines that it needs to have services performed under continuing contracts for planning services, the applicable City Department will prepare and e-mail or fax a brief description of the required task and project schedule to one or more of the contracted firms. Each request from the City Department shall include a specific project number and a financial account information number for funding. It shall be each Department's responsibility to verify funding source, amounts, and balances. Within five (5) business days of receipt, the firm shall e-mail or fax (followed by mailing of the original) a lump sum or variable cost not to exceed price proposal to the requesting City Department with identified staffing and level of effort for the requested work. It is the firm's responsibility to propose the specific combination of services required for the particular project. Each City Department will individually select the successful proposal and issue a purchase order to the selected firm for the work. The selection criteria will not necessarily be dependent on the lowest proposal amount if more than one firm is contacted to propose services for a specific project. Other factors, such as meeting the project schedule, the firm's special capabilities in providing the type of service(s) requested, and past performance may also be considered. The City shall reserve the right in its sole discretion to award a task to a firm that submits other than the lowest proposed amount for performing the task. No work shall commence until verification of purchase order issuance. Invoicing for completed work or progress billing shall be submitted to the requesting City Department for processing and submission for payment by the Finance Department with a copy to: Finance Department Accounts Payable City of Ocoee 150 N. Lakeshore Drive Ocoee, Florida 34761 (remainder of page left blank intentionally) RFP 09-002 20 - RFP #09-002 COMP ANY INFORMATION/SIGNATURE SHEET FAILURE TO COMPLY WITH THESE RFP INSTRUCTIONS WILL RESULT IN DISQUALIFICATION OF YOUR PROPOSAL. PLEASE SIGN BELOW ATTESTING THAT YOU HAVE READ AND UNDERSTAND ALL RFP INSTRUCTIONS AND THAT THE PRICES REFLECTED ON THE "SCOPE OF WORKlCOMPENSA TION FEE PROPOSAL FORM" ARE ACCURATE AND WITHOUT COLLUSION. COMPANY NAME TELEPHONE (INCLUDE AREA CODE) FAX (INCLUDE AREA CODE) E-MAIL ADDRESS AUTHORIZED SIGNATURE (manual) IF REMITTANCE ADDRESS IS DIFFERENT FROM PURCHASE ORDER ADDRESS, PLEASE INDICATE BELOW: NAME/TITLE (PLEASE PRINT) STREET ADDRESS CITY STATE ZIP FEDERAL ID # _Individual; _Corporation; _ Partnership; _ Other (Specify) day of ,20_ Sworn to and subscribed before me this Personally Known or Produced Identification Notary Public - State of County of (Type of Identification) Signature of Notary Public Printed, typed or stamped Commissioned name of Notary Public RFP 09-002 21