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HOME OF PELICAN ISLAND
MEMORANDUM
DATE: February 22, 2007
TO: Consultant Evaluation Committee Members As Follows:
Al Minner, City Manager, - Committee Chairman
Rich Stringer, City Attorney
Shai Francis, Finance Director
David Fisher, City Engineer
Rebecca Grohall, Growth M nagement Director
FROM: Al Minner, City Manager
RE: RFQ (CCNA) Format, Procedures & General Information—
Engineering and Professional Services/Indian River Drive/Main Street
Improvement Project
GENERAL INFORMATION
Thank you for accepting the position of Consultant Evaluation Committee Member. As a
Committee Chairman, I will conduct this process in strict compliance with the
Consultants Competitive Negotiations Act "CCNA", and in a uniform, and consistent
manner as required by law. Following these requirements and others as outlined herein
will enhance protection of the City and Committee Members should protest or litigation
take place.
Please read all documents pertaining to this RFQ.
Please complete the attached Ranking Evaluation Form for each engineering firm
and submit at the Evaluation Committee Meeting, scheduled at 10:00 a.m., on
Thursday, March 1, 2007 in the City Manager's Conference Room..
WHAT IS A REQUEST FOR QUALIFICATION (RFQ)
A RFQ is a formal invitation from an organization to a supplier to submit their
qualifications ("offer"). The offer is to provide their qualifications in response to a
problem or a need that the organization has identified. A RFQ is a procurement process
in which the judgment of the supplier's experience, qualifications, and other factors may
take precedence over price. Under CCNA a contract including price cannot be discussed
or negotiated until a firm has been selected based on qualifications alone.
WHAT IS AN EVALUATION
The dictionary defines the work "evaluate" as "ascertain amount of; find numerical
expression for, appraise, assess". Hence, an evaluation process is the means by which we
appraise a proposal. In this case by finding a numerical expression for its relative worth.
Why numerical? It is easier to defend.
HOW DO I COMPARE QUALIFICATIONS?
In order to remain objective, evaluate all firms strictly against our requirements using the
evaluation form criteria provided in the RFQ document. It is imperative that Committee
Members refrain from comparing submittals directly with each other.
EVALUATION COMMITTEE
The goal of the committee is to evaluate the firm's qualifications, score the firms
qualifications, rank the firms qualifications, and submit recommendations to City Council
Some of the requirements to accomplish this goal are as follows:
1. To avoid collusion, or the appearance thereof, all committee members must
refrain from any conversations with each other regarding the proposals except at
regularly scheduled meetings, and all meetings shall be posted and held as public
meetings, pursuant to Florida Statutes.
2. Committee members must attend all meetings. Committee meetings cannot take
place if a member is absent. Being on time is important.
3. Committee members should recognize the potential of existing individual biases
and make a conscious effort to put them aside. If you can't put them aside, you
must inform the Team Chairman.
4. Committee Members may discuss the items of interest at scheduled meetings,
however, numerical scoring by each team member will not be divulged until
called for, and once submitted, may not be changed, thereby insuring that the
selection process does not be one of collusion, or undue pressure, or having the
appearance thereof.
5. Evaluation forms must be filled out in full, in ink, and any changes or corrections
must be initialed by the evaluator.
6. As an Evaluation Committee Member, you are charged with the responsibility of
enforcement of the Non-Lobbying policy.gP .Y
7. Florida Public Record Law allows for confidentiality of proposals for normally
ten (10) days from opening, and any financial reports of the Proposers are never
to be divulged to the Public. Committee members will conduct themselves
accordingly.
THE RFQ PROCESS IN SUMMARY:
1. The valuation Committee is selected
2. Committee establishes compliance to the RFQ of each respondent
3. Committee evaluates proposals
4. Committee develops short list (optional)
5. Committee conduct interviews of the short listed firms
6. Committee scores short listed firms using RFQ evaluation form
7. Committee makes recommendation to City Council via City Manager
8. City Council approves/disapproves committee recommendation
9. Negotiate contract with top ranked firm authorized by City Council
10. City Council approves/disapproves negotiated contract
Please feel free to contact me if you have any suggestions, questions of concerns
pertaining to this RFQ.
CITY OF
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HOME OF PELICAN ISLAND
REQUEST FOR QUALIFICATIONS (RFQ)
ENGINEERING AND PROFESSIONAL SERVICES FOR
CITY OF SEBASTIAN
INDIAN RIVER DRIVE/MAIN STREET IMPROVEMENT
PROJECT
Contact: Al Minner, City Manager, City of Sebastian
772-388-8200, e-mail aminner@cityofsebastian
January 2007
REQUEST FOR QUALIFICATIONS "RFQ"
FLORIDA LICENSED ENGINEER
IN ACCORDANCE WITH s287.055 F.S., "CONSULTANTS COMPETITIVE NEGOTIATION ACT"
(CCNA) THE CITY OF SEBASTIAN HEREBY INVITES INTERESTED FLORIDA LICENSED
PROFESSIONAL ENGINEERS WHO HAVE SPECIAL EXPERIENCE AND TALENT IN DESIGN,
PERMITTING, & CONSTRUCTION MANAGEMENT OF ROADWAY & DRAINAGE
IMPROVEMENTS, TO PRESENT THEIR QUALIFICATIONS TO THE CITY OF SEBASTIAN, 1225
MAIN STREET, SEBASTIAN, FLORIDA 32958, UNTIL 2:00 P.M. ON TUESDAY, FEBRUARY 20,
2007. SEALED ENVELOPES ARE TO BE MARKED AS FOLLOWS:
RFQ: IDIAN RIVER DRIVE/MAIN STREET IMPROVEMENT PROJECT
DEADLINE: 2:00 P.M, TUESDAY,FEBRUARY 20, 2007
The project goals include (1) improved usability and safety of the Main Street Boat Ramp; (2)
improved ambiance of Main Street/Indian River Drive; (3) creation of a "Sense of Place" for
central downtown; (4) protect and enhance the "View of the River" and, (5) improve traffic and
pedestrian circulation and safety. Attached is a preliminary conceptual drawing for consideration
(Exhibit "A").
Your attention is directed to F.S. Section 287.133 (2) (A) "Public Entity Crime", which prohibits
certain persons or affiliates who have been convicted of a public entity crime from responding to
this invitation. A form is included in the information package for your execution and submission.
A Drug Free Workplace Form is included in the information package for your execution and
submission.
Failure to execute and submit the above forms will subject your response to disqualification.
Firms interested in submitting a response to this RFQ, agree not to contact (lobby) City Council
Members or any employee or agent of the City at any time during the solicitation period and
selection process. All oral or written inquires must be directed through the City Manager. Any
other contact with the owner will be considered inappropriate and subject your response to
rejection/disqualification.
Questions concerning this RFQ should be directed to, Al Minner, City Manager, 772-388-8200
or 772-388-8203.
In accordance with the CCNA, the City shall rank proposals accordingly to the enclosed matrix
(Exhibit `B"). The highest point values received by the top three (3) proposals will receive
formal interviews for potential contract design awards.
The City reserves the right to reject any or all responses, waive any informality or irregularity on
any response if considered non-substantive by the City, or cancel an invitation at will. Late
responses shall not be accepted.
CITY OF SEBASTIAN
REQUEST FOR QUALIFICATIONS
INDIAN RIVER DRIVE/MAIN STREET IMPROVEMENT PROJECT
GENERAL INFORMATION:
1. INVITATION
In accordance with 287.055 F.S., "Consultants' Competitive Negotiation Act", the City
of Sebastian hereby invites Florida Licensed Professional Engineers to present their
qualifications for providing professional services associated with the redevelopment of
the Indian River Drive/Main Street Improvement Project.
2. SCOPE OF SERVICES
The scope of services includes but is not limited to the following engineering disciplines
pertaining to the improvements to Indian River Drive/Main Street.
a. Design, permitting, and construction management of improvements to the
intersection of Main Street and Indian River Drive.
b. Appropriate survey and geotechnical investigations.
c. All associated environmental and governmental permitting.
d. Project budget and cost estimates.
e. Other services as may be needed or implied for this design project.
3. DEVELOPMENT COSTS
The City of Sebastian shall not be held liable for any expenses incurred in connection
with the preparation of a response to this RFQ or cost associated with interview for same.
4. INQUIRIES
Interested parties having questions regarding this RFQ shall address their questions in
writing to the following:
City of Sebastian
Al Minner, City Manager
1225 Main Street
Sebastian, FL 32958
(772) 388-8200
5. DELAYS
The City reserves the right to delay or alter any schedule if the City deems it is in its best
interest to do so.
1
6. INSURANCE REQUIREMENTS
A. General - Before award of formal contract and starting work, the Consultant shall
procure and maintain minimum levels of insurance as specified by this section or
substantially the same.
B. Coverage — Except as otherwise stated, the amounts and types of insurance shall
conform to the following minimum requirements:
1. Workers' Compensation — Coverage to apply for all employees for Statutory
Limits in compliance with the applicable state and federal laws. In addition, the
policy must include:
a.) Employer's liability with a limit of $1,000,000 each accident
and disease.
2. Commercial General Liability— Coverage must be afforded on a form no more
restrictive than the latest edition of the Commercial General Liability Policy, on
an occurrence basis, filed by the Insurance Services Office and must include:
a) Minimum limits of$1,000,000 per occurrence combined single
limit for Bodily Injury Liability and Property Damage Liability.
b) Premises and Operations.
c) Independent dent Contractors.
d) Products and completed Operations — Consultant shall maintain
in force until at least three (3) years after completion of all services
required under the Contract, coverage for products and completed
operations.
e) Broad Form Contractual Coverage applicable to this specific
Contract, including any hold harmless and/or indemnification
agreement.
3. Business Auto Policy — Coverage must be afforded on a form no more
restrictive than the latest edition of the Business Auto Policy filed by the
Insurance Services Office and must include:
a) Minimum limits of$1,000,000 per occurrence combined single
limit for Bodily Injury Liability and Property Damage Liability.
b) Owner Vehicles.
c) Hired and Non-Owned Vehicles.
2
4. Professional Liability - The Consultant shall maintain a professional liability
insurance policy in the amount of$1,000,000 during the term of this Contract.
Such coverage shall be maintained for a period of three (3) years following completion
and acceptance of any work performed under this agreement. In the event the Consultant
fails to secure and maintain such coverage, Consultant shall be deemed the insurer of
such professional liability insurance and shall be responsible for all damages suffered by
the City as a result thereof, including attorney's fees and costs.
5. Additional Insured — The City is to be specifically included as an additional insured.
Consultant's insurance including that applicable to the City as an Additional Insured shall
apply on a primary basis and any other insurance maintained by the City shall be in
excess of and shall not contribute with Consultant's insurance. Consultant's insurance
shall contain a severability of interest provision, providing that, except with respect to the
total limits of liability, the insurance shall apply to each insured or Additional insured in
the same manner as if separate policies had been issued to each.
6. Notice of Cancellation and /or Restriction - Each policy must be endorsed to provide
the City with a minimum of forth-five (45) days notice of cancellation and/or restriction.
7. Certificates of Insurance— Certificates of insurance evidencing the insurance coverage
specified n this section shall be filled with the City before operations are begun. The
required certificates of insurance shall name the types pf policies provided. If the initial
insurance expires prior to the completion of work, renewal certificates of insurance and
required copies of policies shall be furnished thirty (30) days prior to the date of their
expiration.
7. CONTENTS OF THE FIRMS STATEMENT OF QUALIFICATIONS
Interested firms should submit, ten (10) sets of quality documentation.
8. NON—LOBBYING AGREEMENTS
Firms interested in submitting a response to this RFQ, agree not to contact City Council
Members or any employee(s) or agent of the City at any time during the solicitation,
interviews and selection process. All oral and written inquires must be directed to the
City Manager. Any other contact with the owner will be considered inappropriate and
subject your response to rejection/disqualification.
9. SELECTION AND EVALUATION PROCEDURES
A Selection Committee will review all qualifications, utilizing the ranking criteria as
specified in Exhibit `B" attached, to develop a "short list", consisting of three (3) firms
deemed most qualified.
The top three (3) most qualified firms will be formally interviewed by the Selection
Committee. Final rankings and recommendation will be made to the City Council.
3
City Council will approve the final ranking and authorize contract negotiations with the
firm deemed most qualified. If negotiations fail with the number one ranked firm, then
negotiations with the second ranked firm may take place, etc.
After successful negotiations of a contract, recommendation will be made to City Council
to approve the negotiated contract.
10. PRICE AND CONTRACT NEGOTIATION
Price and Contract Negotiation may take place only after th e selection and
evaluation/ranking process has been completed starting with the number one ranked firm.
Upon successful negotiation the City Council must approve and authorize any agreement
negotiated, or disapprove, or direct another action.
11. CITY COUNCIL ACTION
As indicated above, City Council will be asked to approve or authorize certain
recommendations from the Selection Committee. City Council action is final.
12. SUBMITTAL/WITHDRAWAL
Consultants shall send Statements of Qualifications to:
City of Sebastian
Al Minner
City Manager
1225 Main Street
Sebastian, FL 32958
All envelopes shall be marked as indicated in the invitation, and further, all submittals
shall be submitted in strict accordance with the conditions stated in the invitation as
published.
Withdrawal may be accomplished only in writing prior to the opening date at the
addressee indicated above.
4
Exhibit "A"
CITY OF SEBASTIAN, FLORIDA
RFQ FOR ENGINEERING AND PROFESSIONAL SERVICES
INDIAN RIVER DRIVE/MAIN STREET IMPROVEMENT PROJECT
PROJECT CONCEPTUAL DRAWING AND PROJECT COMPLETION TIME
LINE
CONCEPTUAL PLAN
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NEEL•SCHAFFER,INC. Y_ �\
1705 19th Place,Suite G-3
Vero Beach,Florida 32960
PROJECT COMPLETION TIME LINE
ITEM ESTIMATED COMPLETION DATE
RFQ Processing for
g Professional Design Services January/February 2007
Ranking and Interview ew Process for Engineer Selection
9 March 2007
Engineer Professional Service Contract Award No Later than March 28,2007
Design Time w/Public Workshops July/August 2007
Project Bidding September 2007
Project Construction October 2007
Project Completion April/May 2008
Exhibit"B"
CITY OF SEBASTIAN, FLORIDA
RFQ FOR ENGINEERING AND PROFESSIONAL SERVICES
INDIAN RIVER DRIVE/MAIN STREET IMPROVEMENT PROJECT
JANUARY 2007
RANKING CRITERIA POINT RANGE
General Engineering Experience with Consideration
Towards Traffic Engineering, Landscaping, and
Redevelopment 0-25
Qualifications of Individuals Assigned to Project 0-25
Past Performance History with City of Sebastian on Other
Projects 0-25
Size and Organization Structure with Ability to Quickly and
Professionaly Complete Project Design Time Line 0-15
Demonstrated Understanding of City of Sebastian's
Conceptual Indian River Drive/Main Street Project Ideas 0-10
TOTAL POSSIBLE POINTS 0-100
DRUG-FREE WORKPLACE FORM
The undersigned Contractor, in accordance with Florida Statute 287.087 hereby certifies
that
does:
1. Publish a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession, or use of a controlled substance 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' policy
of maintaining a drug free workplace, any available drug counseling, rehabilitation,
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 Paragraph 1.
4. In the statement specified in Paragraph 1, notify the employees that, as a condition of
working on the commodities or contractual services that the employee will abide by the
terms of the statement and will notify the employer of any conviction of, or plea of guilty
or nolo contendere to any violation of Chapter 1893 or of any controlled substance law of
the United States or any 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 maintain a drug free workplace through
implementation of Paragraph 1 through 5.
As the person authorized to sign this statement, I certify that this firm complies fully
with the above requirements.
Date:
Signature
PUBLIC ENTITY CRIMES FORM
Any person submitting a quote, bid, or proposal in response to this invitation or
Agreement, must execute the enclosed form sworn statement under section 287.133(3)(a),
FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES, including proper check(s), in the
space(s) provided, and enclose it with his quote, bid, or proposal. If you are submitting a quote,
bid or proposal on behalf of dealers or suppliers who will ship commodities and receive payment
from the resulting Agreement, it is your responsibility to see that copy(ies) of the form are
executed by them and are included with q our quote, bid, proposal.o or Corrections to the form
Y
will not be allowed after the quote, bid, or proposal opening time and date. Failure to complete
this form in every detail and submit it with your quote, bid, or proposal may result in immediate
disqualification of your bid or proposal.
The 1989 Florida Legislature passed Senate Bill 458 creating Sections 287.132 - 133,
Florida Statutes, effective July 1, 1989. Section 287.132(3)(d), Florida Statutes, requires the
Florida Department of General Services to maintain and make available to other political entities
a "convicted vendor"
list consisting of persons and affiliates who are disqualified from public
and purchasing process because they have been found guilty of a public entity crime. A public
entity crime is described by Section 287.133, Florida Statutes, as a violation of any State or
Federal law by a person with respect to and directly related to the transaction of business with
any public entity in Florida or with an agency or political subdivision of any other state or with
the United States, including, but not limited to, any bid or Agreement for goods or services to be
provided to any public entity or with an agency or political subdivision and involving antitrust,
fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.
By law no public entity shall accept any bid from, award any Agreement to, or transact
any business in excess of the threshold amount provided in Section 287.017, Florida Statutes, for
category two (currently $10,000) with any person or affiliate on the convicted vendor list for a
period of 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 pursuant to Section 287.133(3)(f),
Florida Statutes.
Therefore, effective October 1, 1990, prior to entering into an Agreement (formal
Agreement or purchase order) in excess of the threshold amount of$10,000 to provide goods or
services to THE CITY OF SEBASTIAN, a person shall file a sworn statement with the
Contract/Agreement officer or Purchasing Director, as applicable. The attached statement or
affidavit will be the form to be utilized and must be properly signed in the presence of a notary
public or other officer authorized to administer oaths and properly executed.
THE INCLUSION OF THE SWORN STATEMENT OR AFFIDAVIT SHALL BE
SUBMITTED CONCURRENTLY WITH YOUR QUOTE OR BID DOCUMENTS. NON-
INCLUSION OF THIS DOCUMENT MAY NECESSITATE REJECTION OF YOUR
QUOTE OR BID.
A
SWORN STATEMENT UNDER SECTION 287.133(3)(a),
FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES
THIS FORM MUST BE SIGNED IN THE PRESENCE OF A NOTARY PUBLIC OR
OTHER OFFICER AUTHORIZED TO ADMINISTER OATHS.
1. This sworn statement is submitted with Bid, Proposal or Agreement No.
for THE CITY OF SEBASTIAN.
2. This sworn statement is submitted by
(name of entity submitting
sworn statement) whose business address is
and (if applicable)
its Federal Employer Identification (FEIN) is (If the entity has
no FEIN, include the Social Security Number of the individual signing this sworn
statement: .)
3. My name is (please print name of
individual signing) and my relationship to the entity named above is
4. I understand that a "public entity crime" as defined in Paragraph 287.133(1)(g), Florida
Statutes, means a violation of any state or federal law by a person with respect to and
directly related to the transaction of business with any public entity or with an agency or
political subdivision of any other state or with the United States, including, but not
limited to, any bid or Agreement for goods or services to be provided to any public entity
or an agency or political subdivision of any other state or of the United States and
involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material
misrepresentation.
5. I understand that "convicted" or "conviction" as defined in Paragraph 287.133(1)(b),
Florida Statutes, means a finding of guilt or a conviction of a public entity crime, with or
without an adjudication of guilt, in any federal or state trial court of record relating to
charges brought by indictment or information after July 1, 1989, as a result of a jury
verdict, nonjury trial, or entry of a plea of guilty or nolo contendere.
6. I understand that an "affiliate" as defined in Paragraph 287.133(1)(a), Florida Statutes,
means:
(1) A predecessor or successor of a person convicted of a public entity crime; or
(2) An entity under the control of any natural person who is active in the
management of the entity and who has been convicted of a public entity crime.
B
The term "affiliate" includes those officers, directors, executives, partners, shareholders,
employees, members, and agents who are active in the management of an affiliate. The
ownership by one person of shares constituting a controlling interest in another person, or
a pooling of equipment or income among persons when not for fair market value under an
arm's length agreement, shall be a prima facie case that one person controls another
person. A person who knowingly enters into a joint venture with a person who has been
convicted of a public entity crime in Florida during the preceding 36 months shall be
considered an affiliate.
7. I understand that a "person" as defined in Paragraph 287.133(1)(e), Florida Statutes,
means any natural person or entity organized under the laws of any state or of the United
States with the legal power to enter into a binding Agreement and which bids or applies
to bid on Agreements for the provision of goods or services let by a public entity, or
which otherwise transacts or applies to transact business with a public entity. The term
"person" includes those officers, directors, executives, partners, shareholders, employees,
members, and agents who are active in management of an entity.
8. Based on information and belief, the statement which I have marked below is true in
relation to the entity submitting this sworn statement. (Please indicate which statement
applies.)
Neither the entity submitting this sworn statement, nor any officers, directors,
executives, partners, shareholders, employees, members, or agents who are active in
management of the entity, nor any affiliate of the entity have been charged with and
convicted of a public entity crime subsequent to July 1, 1989.
The entity submitting this sworn statement, or one or more of the officers,
directors, executives, partners, shareholders, employees, members or agents who are
active in management of the entity, or an affiliate of the entity has been charged with and
convicted of a public entity crime subsequent to July 1, 1989, AND (Please indicate
which additional statement applies.)
There has been a proceeding concerning the conviction before a hearing
officer of the State of Florida, Division of Administrative Hearings. The final order
entered by the hearing officer did not place the person or affiliate on the convicted vendor
list. (Please attach a copy of the final order.)
The person or affiliate was placed on the convicted vendor list. There has been a
subsequent proceeding before a hearing officer of the State of Florida, Division of
Administrative Hearings. The final order entered by the hearing officer determined that it
was in the public interest to remove the person or affiliate from the convicted vendor list.
(Please attach a copy of the final order.)
C
The person or affiliate has not been placed on the convicted vendor list. (Please
describe any action taken by or pending with the Department of General Services.)
(Signature)
Date:
STATE OF FLORIDA
COUNTY OF
The foregoing instrument was acknowledged before me this day of
2007 by , (title) on
behalf of (name of partnership), a partnership. He/she is personally
known to me or has produced as identification and did () did not ( )
take an oath.
Name:
My Commission Expires:
Commission Number:
D